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					Crohn’s and Colitis Foundation of Canada



                          Table of Contents
Topic                                                              Page

1 - Request for Proposal Template                                  3
2 - Contract Template                                              12
3 – Confidentiality Agreement                                      17
4 – Information Technology Commitment                              18
5 – Accident and Incident Report Form                              19
6 – Staff Guidelines for Congress                                  20
7 - Tax Receipting                                                 21
        - Gift in Kind Checklist
        - Tax Receipting Information and Examples

8 - Standard Responses (voicemail, email, correspondence)          26
9 - Graphics Standard Manual                                       35

10 – Gift Agreement                                                42
11 – Gifts of Securities Form                                      44
12 – Sponsorship Letter of Agreement                               46

13 – Youth Advisory Council – Terms of Reference                   48
14 – Volunteer Expectations                                        51
15 – Volunteer Recognition Program                                 52
16 – Diversity Statement                                           54
17 – Volunteer Advisory Council Terms of Reference                 55
18 – Confidentiality and Non-disclosure Agreement for Volunteers   57
19 – Chapter Standards                                             58
20 – Chapter and Office Roles                                      63
21 – Chapter Expectations                                          64
22 – Chapter Recognition Awards                                    67

23 – Research Symposium Sponsorship Request                        69
24 – Research Award Letter                                         70
25 – Instructions for Reviewers of Grant Applications              73
26 – Application Guidelines and Terms of Reference -               76
     Innovation Awards

Appendix 1 – Request for Proposal Template





                               TABLE OF CONTENTS


      1.       Introduction to CCFC………………………………………………..                             4

      2.       Selection of a Consultant…………………………………………….                          4
      3.       Clarifications…………………………………………………………                                 5
      4.       Request for Proposal Schedule and Suggested Project Timeline …....
                   4.1     Award of Agreement…………………………………….                        6
                   4.2     Proposal Closing Date and Time…………………….......            7
                   4.3     Proposal Questions and Adjustments...…………………..           7
      5.       Background…………………………………………………………..                                   7
      6.       Objectives...…………………………………………………………..                                9
      7.       Scope of Work………………………………………………………..                                 9
      8.       Project Reporting and Phasing……………………………………….                        10
      9.       Budget and Timing…………………………………………………...                              10
      10.      Project Management…………………………………………………..                              11
      11.      Deliverables…………………………………………………………..                                 11
      12.      Payment………………………………………………………………                                      12
      13.      Proposal Evaluation……………………………………………………                              12
      14.      Submission Requirements……………………………………………                             14
      15.      General Terms and Conditions……………………………………….                         14

1.     Introduction to CCFC

The Crohn’s and Colitis Foundation of Canada (CCFC or “The Foundation”) is a
national not-for-profit voluntary medical research Foundation. The CCFC was
started in 1974 by a group of concerned parents who saw the need to raise funds for
research into Inflammatory Bowel Disease and to educate patients and their families
about these diseases. Its mission is to find the cure for Inflammatory Bowel Disease.
To achieve its mission, the Foundation is committed to raising and disbursing funds
for medical research. Education is also a part of its mandate. The Foundation
provides information on IBD to patients, their families, health professionals and the
general public through education brochures, its national member publication The
Journal and local education events.

In 1992, the Foundation's name changed to the Crohn's and Colitis Foundation of
Canada from the Canadian Foundation for Ileitis and Colitis in order to more
accurately reflect the two most prevalent intestinal disorders. The CCFC has over
65,000 supporters and includes members in some 80 local volunteer groups
(“chapters” and “affiliates”) across Canada. The Foundation is governed by a
National Board of Directors, elected by CCFC chapters, and which is broadly
representative of the CCFC‟s grassroots supporters. The key to the CCFC's success
is the interest and work of thousands of volunteers across the country. Volunteers
participate in numerous fundraising initiatives throughout the year including national
programs such as M&M Meat Shops Charity BBQ Day, the Fall Fundraiser and the
Heel„n‟Wheel-a-Thon (held each spring), as well as many local fundraising

The CCFC has invested some $50 million in IBD research since its inception. The
Foundation is Canada‟s largest funder of IBD research and ranks among the top
global funders of such research in both absolute and per capita terms.

Further information may be obtained at

2.     Selection of a Consultant

By issuing this Request for Proposals (RFP), CCFC intends to select a Consultant
that, through the evaluation process of this RFP, is found to be the best-qualified and
most suitable Consultant to provide the services on a non-exclusive basis at an
economical cost to CCFC. This decision shall be made at the sole discretion of the
CCFC, and the CCFC shall not be required to furnish reasons for its decision. All
Consultants selected for an interview shall be notified of their status.

3.     Clarifications

For the purpose of this Request for Proposal the following abbreviations and
definitions will be used:

       “CCFC”                        means “Crohn‟s and Colitis Foundation of

       “RFP”                         means this Request for Proposals

       “Consultant”                  means anyone (e.g., individuals, companies)
                                     that potentially will respond to this RFP

       “Successful Consultant”       means the Consultant to whom the award is
                                     made and with whom an agreement (the
                                     “Agreement”) is signed.

       “Project”                     means the design, facilitation, data gathering,
                                     piloting, refining, and presentation of X..


4.     Request for Proposal Schedule and Suggested Project Timeline

        Release RFP to Consultants              DATE
        Closing Date and Time                   DATE @
                                                TIME EST
        Interviews of Consultants               Week of DATE
        (if required)
        Selection of Successful Consultant      By DATE
        Contract Start Date                     DATE
        First planning session with CCFC        Between DATES

        Note: Above are samples, this must
        be customized for each RFP

CCFC reserves the right to alter any date in this timetable at any time without any
liability by CCFC to Consultant or to anyone else. Please note that the project must
be fully completed by DATE (or sooner by mutual agreement); final payment will
be withheld pending receipt of final deliverable.

4.1    Award of Agreement

CCFC reserves the right in its sole discretion and for any reason whatsoever:

       a)      to accept or to reject any or all proposals in whole or in part;
       b)      not to proceed with all or any part of the Proposal;
       c)      to award the Agreement to one Consultant alone, or if it is deemed
               appropriate, the Agreement may be divided and awarded to more than
               one Consultant.

The acceptance of a proposal and the Award of an Agreement or any part thereof
will be made in writing and only in writing. CCFC is under no obligation to accept
the lowest or any tenders received.

4.2    Proposal Closing Date and Time

Your proposal – one (1) original and either an MS Word or Adobe pdf file – and
price (inclusive of all charges including taxes and expenses) will be accepted until
DATE, by TIME (Eastern Standard Time) at:

                       Crohn‟s and Colitis Foundation of Canada
                       60 St. Clair Avenue East, Suite 600
                       Toronto, Ontario
                       M4T 1N5
                       Attention:     STAFF PERSON

All submissions must be sealed. Email or fax submissions will be accepted. Late
proposals will not be considered without prior approval. It is the proponent’s
responsibility to ensure that their proposal has been received. CCFC will take
utmost care to ensure the confidentiality of each proposal is respected but will
take no responsibility for any violations to confidentiality in cases where the
proposal is faxed or emailed.

4.3    Proposal Questions and Adjustments

The Consultant may make adjustments to Proposals before the Closing Date and
Time, however, adjustments communicated by telephone will not be considered.
Questions regarding the proposal can be directed c/o STAFF PERSON.

5.     Background


6. Objectives

The aim of this project is to assist the CCFC XX.

Expected milestones and deliverables will include: (SAMPLES BELOW)
    Sectoral benchmarking (e.g., medical research funding organizations; non-
       profits; charitable foundations; disease-specific NGOs)
    Information gathering from/engagement of key stakeholders, who may
       include, but are not necessarily limited to:
           o XX
    Resource gap analysis and strategies to address identified gaps
    OTHER

7. Scope of Work

The successful consultant will be expected to undertake the following program of

     1. Planning sessions with CCFC STAKEHOLDERS;

     2. Conduct primary and secondary data collection, including interviews,
        surveys, etc., as required;

     3. OTHER

8. Project Reporting and Phasing

The Consultant will be expected to XX (USE TIMELINE TO FLUSH OUT

9.    Budget and Timing

Proposals will be assessed on ability to achieve the CCFC‟s objectives and on a
value-for-money basis. A budget, including a firm statement of fees, taxes and direct
expenses for all tools, personnel, travel, deliverables, etc. involved in the project,
should be included with the proposal. Your proposal should clearly state what is and
is not included in your price.

In cases where cost could vary depending on project design, please indicate a range
or the elements that would comprise the variation in costs.

While there are a number of variables that could influence the scope of the project,
CCFC would prefer a fixed, capped price arrangement for an ultimate set of stated
processes and deliverables.

10. Project Management

The CCFC STAFF POSITION, STAFF NAME, is the overall staff lead for this
undertaking under the authority of the CCFC SUPERVISOR POSITION.

The Consultant is responsible for developing the Project as per the scope of work
outlined in this RFP and the Proposal. The Consultant will be expected to discuss
progress and results with the CCFC STAFF POSITION, other designated staff
lead(s), on a regular basis, and is to follow the schedule (or other mutually agreed
upon schedule) outlined earlier.

The Consultant should be available to meet with CCFC stakeholders (in person or
web-based video or phone teleconferencing) as deemed necessary by the STAFF

CCFC and its surrogates will make every reasonable effort to provide relevant
available information to the Consultant in timely support of this project.

11.         Deliverables

The Consultant will be responsible for reporting verbally on the progress of the
project on demand and in accordance with the predefined schedule in Section 4. As
elaborated on in Section 6 above, the successful Consultant will be responsible for
the following specific deliverables:

       Sectoral benchmarking
       Information gathering from/engagement of key stakeholders
       Resource gap analysis
       OTHER

12.      Payment

On award, the successful Consultant will receive a percentage of the agreed price, as
defined in contractual terms mutually agreeable to the CCFC and the Consultant.
Further amounts will be paid upon completion project milestones, as defined in the
CCFC-Consultant contractual agreement. The balance will be paid upon successful
delivery of XX and related documents and communication materials.

13.      Proposal Evaluation

The proposals by the bidding consultants will be evaluated by a CCFC Selection
Panel consisting of:

The following factors, along with their relative weightings, will be used as a guide to
assist the Selection Panel in evaluating the proposals received:

                                 Evaluation Criteria

           Understanding of Objectives for the Project                           15

           Work plan and proposed methodology                                    15

           Demonstrated experience in creating effective XX for similar
           non-profit organizations                                              25

           Ability to complete contract within stated time frame.                15

           References                                                            15

           Price/Value Added                                                     15

           Total                                                                100

The proposals will be assessed initially by the Selection Panel and a short list of
consultants/firms may be contacted for interviews.

14.    Submission Requirements

Consultants must:

           Demonstrate the firm‟s capacity and business planning experience to
            understand the goals and objectives of this project;
           Provide an outline of the proposed approach to the Project, including
           Provide a clear description of cost elements for professional fees, tools,
            travel, and other project-related expenses. CCFC prefers the pricing to be
            as close to a fixed price as possible for a clear set of deliverables.
           Provide a description of the firm‟s capacity to undertake and complete the
            Project on time, including a description of the relevant background for
            each Project team member;

          Provide three references of previous work (relevant to this project) and
           clients, with contact names, title, name of the organization, address,
           phone number, e-mail and web site.

15.   General Terms and Conditions

      1.      It shall be the responsibility of the Consultants to familiarize
              themselves with all aspects of this RFP. Should any details necessary
              for a clear and comprehensive understanding be omitted, or any errors
              appear in the RFP documents, or should the Consultants note facts or
              conditions which in any way conflict with the letter or spirit of the
              RFP, it shall be the responsibility of the Consultants to obtain
              clarification before submitting their proposal. CCFC reserves the
              right to distribute all significant questions and answers to all other

              All inquiries pertaining to this RFP should be directed to:

                      STAFF PERSON
                      Crohn‟s and Colitis Foundation of Canada
                      60 St. Clair Avenue East, Suite 600
                      Toronto, Ontario
                      M4T 1N5

              All significant communications should be in writing via e-mail.
              All preliminary questions prior to proposal submission must be
              received by STAFF PERSON prior to the submission deadline of

      1. All information obtained by the Consultant from CCFC in connection
         with this RFP is the property of CCFC and/or its surrogates and/or
         partners. It must be treated as confidential and must not be used for any
         purpose other than for replying to the RFP and for the fulfillment of any
         subsequent contract (if awarded). All information obtained by CCFC
         from the Consultant in connection with this RFP will remain with CCFC
         and/or its surrogates and/or partners and will be retained in accordance
         with established confidentiality practices.

      2. Any changes or revisions to this RFP will be issued as a formal
         addendum to the Consultant.

      3. It is the Consultant‟s responsibility to deliver their bid to the designated
         location by the stated date and time.

      4. The successful Consultant must be willing to sign a standard contract
           agreement, supplied by CCFC or otherwise acceptable to CCFC, at the
           time of the Proposal being awarded.

             Appendix 2 – Contract Template

This is an agreement made and entered into in the Province of Ontario, Canada, on
this DATE.


Crohn‟s and Colitis Foundation of Canada (“CCFC”)


XX (the “Consultant”)

The Parties agree as follows:

1. Services Retained

a) Description. CCFC retains the professional services of the Consultant to
   perform certain tasks, the description, stages and terms and conditions of which
   are set forth in the attached Appendix A (“Services”). Appendix A forms part of
   the present Agreement. This agreement will commence on DATE and ends
   when the work is completed.

b) Modifications and Waivers. No amendment or waiver of any provision of this
   Agreement and its effect on the schedule, fees and other terms and conditions
   shall be binding on either party unless consented to in writing by such party. No
   waiver of any provision of this Agreement shall constitute a waiver of any other
   provision, not shall any waiver constitute a continuing waiver unless otherwise

c) Termination of Agreement. The Agreement shall be deemed terminated and
   the Consultant discharged from any further liability to perform Services when the
   deliverables, as mutually agreed, have been received and accepted by CCFC.
   However, each party may terminate the agreement at any time without cause
   upon NOTICE PERIOD days‟ prior written notice to the other party, without
   penalty or damages. If CCFC terminates this Agreement, its sole liability to the
   Consultant shall be the payment of fees as required by the applicable Statement
   of Work performed in a proper manner and on a timely basis prior to the
   effective date of termination, less any offsets against such fees and any expense
   which CCFC may be entitled to recover. If the Consultant terminates this

     Agreement, any work/services paid for up to the date of termination must be
     provided to CCFC or payments for work not delivered must be returned.

d) (Determine if required) Right to Audit. CCFC has the right to audit the work
   performed by the Consultant under the agreement and to make recommendations
   for product quality improvement. The Consultant reserves the right to reflect the
   impact in the costs and schedule in implementing audit recommendations.

2. Fees and Expenses

Consultant services will be invoiced as per the payment schedule attached and are
payable by CCFC within 30 days of receipt of the invoice. Expenses and costs
incurred by the Consultant in the performance of Services and in accordance with
the execution of the Agreement shall be preauthorized by the Client, invoiced at
cost and supported by original receipts or other relevant documentation.

3. Personnel

a) Consultant Personnel. Where the Consultant assigns personnel to perform the
   Services under this Agreement, they shall be highly skilled, trained, and qualified
   to perform the Services. The Consultant shall not substitute or replace any of the
   designated Consultant Personnel without the written consent of CCFC. The
   Consultant may engage individuals as independent contractors for this purpose,
   but the Consultant shall be accountable to CCFC for these individuals as if they
   were employees of the Consultant. In the event that CCFC determines that any of
   the Consultant Personnel are not sufficiently skilled or qualified to perform
   Services, or that the continued performance by any Consultant Personnel of
   Services or their presence in CCFC's premises constitutes any adverse impact,
   risk or danger to CCFC or Services for CCFC, CCFC may provide notice to the
   Consultant to remove such Consultant Personnel from the performance of
   Services and to appoint substitute personnel to perform Services.

b) No contractual relationship between CCFC and any Consultant Personnel
   (whether employment, engagement, agency or otherwise) is created or intended
   by the Agreement. All arrangements with Consultant Personnel, including
   remuneration and termination, are the exclusive responsibility of the Consultant,
   and the Consultant agrees to indemnify and save harmless CCFC for any and all
   claims which may be made by or on behalf of them with respect to the subject
   matter of the Agreement or their relationship with the Consultant.

c) Each party will not, during the term of the agreement and for a period of one (1)
   year thereafter, either directly or indirectly in any manner whatsoever be a party
   to any solicitation of the other party‟s employees, customers, clients, suppliers or
   business leads.

4. Intellectual and Industrial Property

a)    Work Product. The Work Product resulting from the Consultant's efforts and

   in the performance of Services shall become the exclusive property of CCFC.
   The Consultant hereby transfers and assigns to CCFC all proprietary rights in the
   Work Product, and waives and shall cause the Consultant‟s personnel and
   subcontractors to waive any and all moral rights in the Work Product.
   Notwithstanding the foregoing, to the extent that the Work Product contains
   intellectual property which was created and owned by the Consultant prior to the
   commencement of Services, such intellectual property shall remain the property
   and copyright of the Consultant and the Consultant hereby grants CCFC an
   irrevocable perpetual license to use such intellectual property for its own
   purposes and the purposes of its affiliates. In the event that the Work Product
   shall contain intellectual property owned or copyrighted by a third party
   (including, without limitation, computer software), the Consultant represents

   to CCFC that it has taken all reasonable steps so as to provide CCFC, with an
   irrevocable and perpetual license, the use of its intellectual property for its own
   purposes and the purposes of its affiliates.

b) Infringement. The Consultant shall not in the performance of Services use, and
   the Work Product shall not contain, anything which constitutes the violation or
   infringement of the intellectual property rights of any third party. The Consultant
   shall indemnify and save harmless CCFC from any claim which may be made
   against CCFC that the Work Product or the use thereof by CCFC constitutes an
   infringement or violation of any third-party rights.

5. Confidentiality

a) Confidential Information. In order to perform Services, the Consultant
   will have access to Confidential Information from CCFC. The Consultant
   recognizes that Confidential Information has significant commercial value,
   and that the unauthorized disclosure of Confidential Information may cause
   CCFC and its stakeholders considerable harm and damage. Upon
   termination of the Agreement, the Consultant will surrender all copies of
   confidential information in its possession to CCFC.

b) Protection. The Consultant agrees that it shall hold all Confidential
   Information in the strictest confidence, and that it shall not disclose any
   Confidential Information to any Consultant Personnel, contractors or
   subcontractors except on a need-to-know basis, and that it shall make no use of
   or disclose to any person any Confidential Information except as may be
   strictly required in order to enable the Consultant to perform Services. In the
   event that the Consultant or any Consultant Personnel, contractors or
   subcontractors make an unauthorized disclosure of Confidential Information,
   the Consultant shall take all reasonable steps as may be necessary to minimize
   the adverse impact on CCFC of such disclosure, and to prevent any further
   disclosure of Confidential Information. The client shall be entitled to require
   Consultant Personnel, contractors or subcontractors to sign a Confidentiality
   Agreement as CCFC may reasonably prescribe.

c) Privacy. Each party acknowledges that the collection, use, storage and
   disclosure of data that identifies an individual, or that contains personl

   information about an individual, is and shall continue to be regulated by
   applicable laws, including the Personal Information Protection and Electronic
   Documents Act (Canada). The parties agree that such data shall be collected,
   used, stored and disclosed solely in accordance with applicable laws. Neither
   party shall collect, use, store or disclose the personal information of any
   individual, or give access to such information to another person, without the
   prior consent of the individual, which consent must be obtained in accordance
   with the applicable laws, including reference to the specific purposes. Each
   party shall ensure that it obtains the requisite consents from the disclosing
   party before disclosing any personal information to a third party and that it
   implements adequate security controls so as to maintain the confidentiality

   of any personal information in its respective possession. Each party shall
   ensure that its contractors or consultants also agree to comply with this

6. Security

The Consultant agrees that its Personnel, when using CCFC‟s premises, will
comply with all security regulations in force at those premises.

7. Limitation of Liability

CCFC‟s liability exposure to the Consultant is absolutely limited to direct
monetary damages not to exceed the total amount paid by CCFC to the Consultant
for services and work, regardless of whether the Consultant is claiming for breach
of this Agreement, or for any other claim or award that the Consultant might seek
against CCFC in any court or regulatory tribunal. CCFC includes the Foundation,
its officers, directors, employees, agents, volunteers and members.

8. Notice

Any notice or other communication, which either party desires or is required to
give to the other party, shall be delivered or mailed by prepaid post to the other
party‟s address as follows. Any notice or other communication mailed by prepaid
post shall be deemed to have been received on the postal delivery day following
the date of mailing.

Crohn‟s and Colitis Foundation of Canada
600-60 St. Clair Avenue East
Toronto, Ontario M4T 1N5

Consultant Address

9. Applicable Law

The Agreement shall be governed by and interpreted according to the laws of the
Province of Ontario. The Agreement, inclusive of the attached schedules and
appendices, constitutes the complete and final agreement between the parties and

supersedes all previous discussions, representations or undertakings, whether oral
or written.

IN WITNESS WHEREOF, the parties have executed this Agreement.

________________________                                    _______________
Name                                                         Date
Chief Executive Officer

________________________                                    _______________
Name                                                         Date
Director of Finance and Administration

________________________                                    _______________
Consultant                                                   Date


                    i.   Appendix A – Services
                   ii.   Appendix B - Payment Schedule
                  iii.   Appendix C - Timeline
                  iv.    Appendix D - RFP Document

      Appendix 3 – Confidentiality Agreement



During the continuance of my employment or any time after the termination
thereof, I agree to keep confidential and unless expressly authorized in
writing by the CEO and the Director of Finance and Administration of the
Crohn‟s and Colitis Foundation of Canada (“CCFC”) disclose to any person
or organization any donor, volunteer, financial, business or other proprietary
or private information of the CCFC which I may have acquired during the
course of employment.

Employee‟s Name            Employee‟s Signature                      Date

        Appendix 4 – Information Technology

All new staff must sign a form agreeing to the following upon hiring:

   1. Any files or software on the CCFC‟s network or equipment become the
      property of the CCFC. All e-mails composed, sent or received by any person
      using CCFC provided e-mail addresses are the property of the CCFC.

   2. E-mail and Internet access is for the use of authorized users for business only.
      It is understood that employees may occasionally exchange e-mail messages
      with personal contacts, but such email will be kept to a minimum.

   3. Staff members are prohibited from disabling anti-virus software running on
      CCFC – provided equipment. Staff members will update anti-virus software
      on a regular basis for any remote workstation not connected to the CCFC

   4. Transmission of harassing or discriminatory files or e-mails is strictly

   5. Access to obscene or offensive sites is strictly prohibited.

   6. Any personal use of the Internet for entertainment, commercial or illegal
      activity is prohibited.

   7. CCFC will limit the amount of server memory utilized by all staff members.

   8. The Foundation reserves the right to monitor any and all staff usage of CCFC
      equipment and email.

    Appendix 5 – Accident and Incident Report

Address/Location of Accident or Incident:

    1. Brief description of accident/incident: (date, time, circumstances)

    2. Brief description of injuries or property damage:

    3. Name of employee(s) involved:

    4. Name or description of others involved:

    5. Describe actions taken to maintain safety and security of work site:

    6. Health care administered, if applicable: (1 aid treatment provided? By whom?
       Ambulance called?)

    7. Potential safety hazards observed and/or suggestions to improve health and safety
       of work site:

A copy of this report will be sent to and verbal notification was made to:

Occupational Health and Safety Committee and/or Director of Finance and
Administration (in offices where no committee exists):

Date/Time                                                  Name of Contact


Date/Time                                                  Name of Contact

Report Completed By                                        Signature

Title                                                      Date

   Appendix 6 – Staff Guidelines for Congress

General: Congress is a working conference for staff where compensatory
time is earned for hours worked beyond the normal schedule.

    Dress code for staff is business casual excluding social activities.
    During sessions, staff should attempt to disperse among volunteers.
    Questions arising from sessions should be discussed in private
     between staff members after the end of the session and not asked
     publicly during the session, as this is the volunteers‟ time. An
     exception to this is a question or comment that will further the
     discussion and not of personal interest or comprehension.
    When groups are called upon to present results of discussions and
     group activities, staff should attempt to step back and encourage
     volunteers to present.
    Blackberry and cell phone/texting use should not occur during
    Alcohol consumption at any time during Congress shall be limited with
     regards to the fact that staff are working.
    Staff are encouraged to socialize with volunteers, however, the
     Hospitality Suite is a venue for volunteers to interact mainly with one
     another and not staff. Time spent in the suite should be limited.
    Staff attend Congress as ambassadors of CCFC and must remember
     that they represent the Foundation at all times.

Appendix 7 – Tax Receipting Checklist and
                   GIFT IN KIND CHECKLIST
1. What is the item being donated? ____________________

2. Is there a transfer of property? ____________________

   Canada Revenue Agency will not allow receipting for services or items such
   as gift certificates/vouchers directly from a business. The definition of
   service is fairly wide, please contact your CCFC staff representative to
   discuss if you are unsure of the nature of the donation.

3. Is the donor a business donating its own product? __________________

   For government purposes, we are required to provide support for the fair
   market value of the item donated. Please have the donor provide and attach a
   price list or sample invoice that shows the amount at which the item is
   normally sold to customers.

4. Is the donor an individual donating a personal item?

   Per the donor, was the item purchased within the last three years?

      a) If yes, we can only receipt for the lesser of the original cost to the
         donor or the fair market value.
                What was the original cost of the item to the donor?
                What is the current market value? _______

      b) If no, we can receipt for the fair market value at the time of the

      Attach support for the value to be tax-receipted (cost or market value). If the value of
      the item is over $1,000, and the market price is not easily attainable or supportable, an
      appraisal may be required. If the item is art or jewellery, an appraisal may be required.
      Contact your CCFC staff representative if you require assistance in determining what the
      appropriate supporting documents would be.

            __________________                  __________________
              CCFC Staff/Volunteer                Signature

            __________________                  __________________
              Chapter                             Date

This form must be retained with the CCFC copy of the tax receipt issued and
attached to the documents which support the value receipted.

The following is a list of gifting situations relevant to CCFC. The Canada Revenue
Agency commentary and opinions are outlined to help determine the acceptable tax
receipting practice in these situations.

Type of Gift             Receipting       Comments
Services and other No receipting          Tax receipts are only allowable for these
gifts where there is allowed              types of gifts if they have been purchased by
no     transfer   of                      the donor, and then donated. If it is the
property                                  vendors themselves providing the gift, we
                                          cannot receipt. Instead, if they insist on a
(Includes a free                          receipt, ask them to invoice CCFC for the
night at a hotel, air                     gift and CCFC will then pay the bill. If the
miles, gift                               vendor donates this cost back to CCFC, we
certificates of any                       can issue a tax receipt.
kind, free rentals,
printing, etc.)
Items purchased at       Receipting       Tax receipts can be provided to auction
an auction (goods        allowed          winners. The item must have an established
and services)                             fair market value that is identified to all
                                          bidders before the opening bid. The tax
                                          receipt amount would be the difference
                                          between the bid amount and the fair market
                                          value of the item (as long as the value is not
                                          over 80% of the bid, otherwise no receipt
                                          allowed – no donative intent). The receipt
                                          must show this calculation. See Director of
                                          Finance and Administration for example.
Ticket             to    No receipting    All advantages to donors must be
fundraising     event    allowed for      quantifiable to be able to give tax receipts.
which includes a         any portion of   We can set up the event so that the ticket
prize      of      an    the ticket to    excludes this intangible prize instead, and
intangible item          the event        then we can hold a separate raffle for it and
                                          tax receipt for the tickets (the eligible
(Eg: dinner or play                       amount).
golf with a celebrity,                    Example: If a raffle at a fund raising dinner
personal items such                       includes a prize for dinner with a celebrity,
as NHL player‟s                           no tax receipts can be given for the price of
jersey)                                   the ticket. This is because the prize (the
                                          advantage to the donor) cannot be valued.
                                          However, if the ticket price does not include
                                          the raffle, and instead attendees pay an
                                          amount for the raffle separately, the dinner
                                          ticket can be receipted.
Ticket to                Receipting       The gift portion of the ticket can be determined
fundraising dinner       allowed on       by adding up all advantages to attendees (i.e. the

                      “gift” portion   value – not cost – of food, entertainment and
                      of ticket        other services or consumable goods – look at
                                       price of comparable event). This total then gets
                                       divided by the total number of tickets sold to
                                       come up with the true cost of the ticket. Any
                                       excess paid above this true cost is the gift
                                       portion that can be tax receipted. If the per
                                       person cost of the door prizes and
                                       complimentary gifts is less than the lower of
                                       10% of the ticket price and $75, it does not need
                                       to be included as an advantage to the
                                       ticketholder. See Director of Finance and
                                       Administration for example.
Tickets to charity    Receipting       There needs to be clear evidence that the
concerts, shows and   allowed          ticketholder has paid a higher price than
sporting events                        under regular circumstances, by reference to
                                       a comparable event (i.e. proof of donative
                                       intent). If there is no reasonably
                                       comparable event, no portion of the ticket
                                       price can be receipted. If there is a
                                       comparable event, the difference between
                                       the advantage to the donor and the actual
                                       ticket price is the receipted amount (as long
                                       as the advantage is 80% or less of the ticket
                                       price). See Director of Finance and
                                       Administration for example.
Fees for Golf         Receipting       There are a number of rules about what must be
Tournaments           allowed          deducted from the participant fees to come to a
                                       tax-receipted amount. See the weblink to the
                                       Income Tax Technical News – No. 26 (page 4)
                                       at the end of this document for further details.
Gift in Kind –        Receipting               The tax receipt should be for the
General               allowed                   lesser of the fair market value of the
                                                item donated and the amount the
                                                donor paid for it originally.
                                                However, if the item was acquired
                                                more than three years ago and with
                                                no intention to donate it originally,
                                                the fair market value can be used
                                                without reference to the original
                                               The fair market value may need to
                                                be determined by appraisal.
                                                Generally, if the value is $1,000 or
                                                less, an experienced CCFC staff
                                                member is qualified to determine the
                                                item‟s value (using the support of
                                                current market conditions).
                                               If the gift is out of a business‟
                                                inventory, the receipt can be for the
                                                normal price the they sell the item at,

                                                  and not the cost.
Gift in Kind – Art     Receipting        If the donor is the artist, a tax receipt can be
                       allowed           given for the fair market value of the art
                                         (what they would normally sell it for). An
                                         art dealer can get a tax receipt for the value
                                         of the art at the amount it would sell to a
                                         customer (be careful with dealers – it is
                                         always best to get a third party appraisal). If
                                         the art is donated by someone other than the
                                         artist or an art dealer, the general gift in kind
                                         rules above apply. A professional
                                         appraisal is always preferred for a
                                         donation of artwork.
Gifts in Kind –        Receipting        Fair market value should be established for
Listed Personal        allowed           these items by an independent source (eg: a
Property                                 dealer‟s catalogue, or dealer appraisal).

(includes jewellery,
rare books, stamps,


   (a) Charity Auctions:

      A corporate retailer donates a mountain bike to a charity and the charity puts
       it up for auction.
      The value of the bike is $400 and this amount is posted with the item.
      Any successful bid of $500 or greater would entitle the bidder to a donation
       receipt equal to the excess of the bid price over $400 (i.e., the eligible amount
       is the excess).
      The retailer donating the bike will be entitled to receive a tax receipt for

   (b) Fund Raising Dinner:

      A charity holds a fund raising for which 500 tickets are sold at a cost of $200
      A comparable meal could be purchased for $100, excluding GST, PST and
      The door prizes are a trip having a value of $3,000 and jewellery having a
       retail value of $500 ($3,500/500 or $7 per attendee).
      Each attendee receives a logo pen and key chain with an aggregate retail
       value of $10.

   Determination of eligible amount:
   Ticket price      $200

Less: Meal      $100
Eligible Amount $100

The value of the door prizes and the complimentary items received by a donor
will not be viewed as an advantage in determining the eligible amount, since the
total value of such prizes and items is $17 per donor, which is less than the lesser
of 10% of $200 ($20) and $75.

In this case, the amount of the advantage to the donor is $100, which is not more
than 80% of the ticket price ($160). Accordingly, a tax receipt may be issued for
the eligible amount.

(c) Fund Raising Concert:

   Tickets are sold for $200 to a fund raising concert featuring Performer X.
   Each participant receives a Performer X t-shirt that normally sells for $20 and
    a CD that retails at $15.
   Performer X put on a similar concert in Ottawa 8 months ago as part of her
    regular tour and the ticket price was $100.

Determination of Eligible Amount:
Actual ticket price                                       $200
Less: Comparable non-charity ticket price         $100
      Complimentary item                          $ 35
      Advantage                                           $135
Eligible amount                                           $ 65

The value of the complimentary items is $35, which exceeds the lesser of 10% of
$200 ($20) and $75. Accordingly, the complimentary items are regarded as an
advantage and must be taken into account in determining the eligible amount.

In this case, the amount of the advantage is $135. Since this amount does not
exceed 80% of the actual ticket price ($160), a tax receipt may be issued for the
eligible amount ($65).

    Appendix 8 – Standard CCFC Responses to



Hello /Dear --- /

Thank you for contacting the Crohn’s and Colitis Foundation of Canada (CCFC).

Insert paragraph that answers the specific question here (see below).

The CCFC is a not-for-profit voluntary research foundation dedicated to finding the
cure for inflammatory bowel disease (IBD). We do this by raising increasing funds
for research. To date, CCFC has invested nearly $56 million in major medical
research projects and is one of the world’s leading sources of non-governmental
funding of IBD research.

If you'd like information on volunteering or making a donation, or you'd like to join
the CCFC and receive our member publication The Journal, please visit our web
site at or contact us at 1-800-387-1479.



Medical advice/diagnosis/treatment/recommended Dr. etc:
       We are not medically staffed, and therefore do not provide individual
         advice on diagnosis, medication or treatment, nor are we able to suggest
         dietary recommendations. For specific information regarding your
         condition and alternate medication, please speak with your physician
         and/or gastroenterologist.
       We do not make referrals to doctors or GIs. It would be best to ask your
         family doctor for a referral or to contact your area hospital.

    Information on IBD or surgery etc:
         General information on IBD and related topics such as medication,
          nutrition, surgery etc can be obtained from the 'CCFC brochures' page on
          our Web Site <>. Alternatively, we can mail our patient
          education brochures to you, if you wish to provide your address. Our
          brochures are provided for information only. A doctor should always be
          consulted for advice and diagnosis

    Information on CCFC Research:
         We offer a great deal of information about research on our web site at
 On it, you will find a list of our current research grants, as

         well as our latest Research Report, which provides description of all
         CCFC research projects completed last year.
        Additionally, our Foundation publishes The Journal three times a year for
         all of our members. The Journal offers the latest news on IBD research
         and treatment. You can download selected Journal articles from our web
         site. If you'd like to find out about becoming a member and receiving your
         own copy of The Journal, please visit our membership page.

   Support services / financial assistance:
       Without any question, financial assistance and other forms of support
        would be worthwhile and positive assets to people affected by IBD. Our
        National Board of Directors decided that we need to focus our resources
        on finding the cure, so that we can put a stop to IBD once and for all. We
        do realize that this means we are not able to offer services such as
        financial assistance, but we truly believe that the greatest assistance we
        can provide those affected by IBD is to eradicate the diseases once and
        for all.
       Finding the cure for IBD and providing education and support for the
        people affected by IBD in the immediate future is the highest priority for
        our Foundation, within the scope of our very limited human and fiscal

General telephone inquiries and how to direct callers to someone who will be able to
assist them.

      CCFC National Office is currently on a voice mail system. All calls are
       answered by the automated system which directs callers. It is therefore
       not necessary for those who have "operator" lines to answer the
       telephone with "Crohn's and Colitis...". The Foundation must always be
       identified by its full and proper name - The Crohn's and Colitis Foundation
       of Canada.

      "Good morning/afternoon, (your name) speaking, how may I help you?"
      Listen to what the caller says. Using the following examples you will be
       able to handle typical calls that are received during the day at the CCFC
      NOTE: Always ask the caller where he/she has heard about the
       Foundation at some point in the conversation.


DO :
          Answer all calls with hello, good morning/afternoon and your name.
          Always ask the caller how you may be of assistance.
          Assist the caller or direct the caller to the appropriate person.
          When directing a caller, always let him/her know that they are being
           transferred to another person who can best help them. Always let the
           person you are transferring the call to know that a caller is on the line. If

           the person is not available (you can tell this if the other line rings more
           than two times), let the caller know and ask if they would like to leave a
           message or be transferred to the individual's voice mail.
          Important: If a caller asks for a staff member who is not in, say, "S/he is
           away from her/his office" (never "S/he=s in the washroom" or "S/he=s
           gone for the day"). Assure the caller that the staff member will get the
           message (never "I'll call him/her at home/e-mail/fax").
          Always take a message if a caller does not want to go to voice mail.
          Always give people their messages.
          Always be quick and polite.

       Do not try to give personal advice.
       The Foundation does not give out doctors' names.
       Names of National Board members can be given if asked for, but all
        correspondence should be addressed to the National Office. No
        information beyond their name is given out under any circumstance. If this
        presents difficulty, refer the caller to the Chief Executive Officer‟s
        Executive Assistant.
       Do not respond angrily to a caller. If a caller becomes abusive, ask him or
        her to be polite or you will have to end the conversation. If it continues,
        transfer the call to your supervisor.

The most COMMON QUESTION asked on the telephone is:

             The Crohn's and Colitis Foundation of Canada (CCFC) is a not-for-
        profit voluntary medical research Foundation. Its mission is to find the
        cure for Crohn's disease and ulcerative colitis by raising increasing funds
        for medical research. The Foundation also provides educational programs
        for individuals with IBD, their families, health professionals and the
        general public.
             The CCFC has some 90 volunteer Chapters, Chapters in
        Development, and Affiliates across Canada.
             The CCFC offers memberships to individuals with inflammatory
        bowel disease (IBD), their families, health professionals and the general
        public. Members receive: The Journal (published 3 times per year),
        Regional and Chapter publications, and invitations to meetings and
        events. As well, members have access to all educational materials
        available at the Foundation.
             Would you like to receive our information kit? May I ask where you're
        calling from?
        (If caller is from Ontario, write name & address directly onto a kit and put
        in mailroom. If caller is from outside Ontario, refer to appropriate Regional

Other common questions by telephone, listed alphabetically by topic:


       “Please give me your name and phone number and I will ensure that
        someone calls you within a couple of days.”
       NOTE: Pass information to the appropriate Regional Office by E-mail and
        ask them to follow up with the caller immediately.

       Here is the address and telephone number of the United Ostomy
        Association of Canada: PO Box 46057, College Park Post Office, 444
        Yonge St. Toronto ON M5B 2L8, 416-595-5452. Fax: 416- 595-9924

       “One moment please and I will forward you to someone who can be of
       NOTE: All of these calls go to Fund Raising. If no Fund Raising staff
        member is available, explain this to the caller and ask for the caller's
        name, phone number and time when he/she can be reached. Tell the
        caller that a member of the Fund Raising staff will return their call as soon
        as possible. If the caller does not want to do this and gets upset, ask
        him/her to hold, explaining that you will see if someone else can be of

       "One moment please, I will forward you to someone who can be of
       NOTE: Forward such calls to the relevant Director or assistant to the

       "Thank you for calling. Would it be possible for you to mail us materials
         about your product/process/treatment? We will have it reviewed by our
         medical advisors. I am not in a position to assess your
         product/program/idea, but I will ensure that your package gets to people
         who can."

       "We can send you an information package. It includes some information
        about inflammatory bowel disease and about the Foundation. May I ask
        what province you're calling from? May I please have your name,
        address, and postal code? For our records, it's helpful to know how
        people hear about our Foundation. May I ask how you heard about us?
        Thank you for calling."


       “Our Foundation does not have expertise in this area. You may wish to
        call the International Foundation for Functional Gastrointestinal Disorders,
        (414) 964-1799, or fax (414) 964-7176. The address is P.O. Box 17864,
        Milwaukee, Wisconsin, USA 53217. They also have a Web site at".

       “Our Foundation does not have expertise in Celiac Disease, but you
        might contact the Canadian Celiac Association at 1-800 363-7296.”

       A double-sided donation/order form is included in this manual for
        recording donations.
       There are several types of donations. Ask the caller if it's a general
        donation or for a memorial/best wishes card, & what province they're
        calling from. Ontario calls can be given (or recorded and given) to the
        Ontario Regional Secretary. Calls from other provinces for straight
        donations can be recorded here. Refer calls for memorial/best wishes
        cards to the appropriate Regional Office.
       For all donations by cheque, give the caller our mailing address. If a
        memorial/best wishes card is to be mailed out, ask that a note be
        included with all details. Cards are mailed upon receipt of donation.
       For donations by charge card
             1. Best wishes/memorial (card to be sent): Use a donation form.
                     a) Record the name and address where the card is to be
                        mailed. Take the name of the deceased for a memorial
                     b) Record the name, address, and telephone number of the
                     c) Ask for the amount of the donation, the type of charge card,
                        the number, the expiry date, and the person's name on the
                        charge card.
                        For Ontario card orders, cards are mailed within 48 hours
                        of receiving the donation and receipts are mailed in
                        approximately 2 weeks.
             2. General donations: Use a donation form.
                     Record donor's name, address
       Employee or Corporate donations. Transfer the caller to the Director of
        Fund Raising.
       Donation of material goods (i.e. - furniture, supplies, etc.): transfer the
        caller to the Director of Finance and Administration.

       "We do not have detailed information on drugs, but we have a medication
        brochure which gives general information on drugs commonly used to
        treat IBD. Your doctor or pharmacist will have further information on
        specific drugs."
       NOTE: If the caller is not a member, we can mail our kit, which has
        membership details. Our members receive The Journal, our newsletter

          that sometimes publishes articles on new drugs, research, and

       "Our mission is to find the cure by raising funds for research. We do not
        have legal staff, but suggest you call:
            * Employment Standards Office of your Provincial Ministry of Labour -
            in Ontario the number is 416-326-1234;
            * Your regional office of the Canadian Human Rights Commission - in
            Toronto the number is 416-326-9511, for Ontario 1-800-387-9080,
            National 416-973-5527;
            * Reference Canada at 1-800-667-3355 for referral to an appropriate
            * Your local union office if you are a union member.
       We can also send your employer information on IBD to help them better
        understand your medical situation."

        "We do not offer bursaries to IBD sufferers to help pay for their education,
         but you may wish to check with the Registrar of your College or
         University. Our mission is to find a cure for IBD by raising funds for

       "The CCFC raises funds for research. We are unable to provide drug
        funding for patients. We suggest that you contact:
            * Your provincial ministry of health and ask for the drug programs
            branch. In Ontario, call 416-327-8109.
            * The "Trillium Drug Program"(Ontario) is for Ontarians with
            unmanageable drug expenses. For more information on this program
            call 1-800-268-1154 or in Toronto 416-314-5518.
            * Your doctor; who may be able to enroll you in a "compassionate
            care" drug program through appropriate pharmaceutical companies."

       "I will direct you to the Regional Director in your area who will be able to
        assist you further. If she is not available, please leave a message on her
        voice mail and your call will be returned as soon as possible."

       "I will send you a brochure which is designed to help those with IBD
        increase their chances of obtaining insurance." Send caller the insurance
        brochure available from the National Office.

        NOTE: Most of the Regional offices have a list of brokers whom they
         know have been successful in obtaining insurance for people with IBD.
         Give the caller the tel. # for the appropriate Regional office.
        You must let people know that we do not endorse these companies, do
         not know insurance fees, and are not advertising on their behalf. We only
         know that they have been successful in processing applications for
         insurance for IBD sufferers.

       "One moment please, and I will forward you to someone who can be of
       All of these calls go to Fund Raising. If no Fund Raising staff member is
        available, note the caller's name, address, and telephone number, along
        with the reason for the call, and forward to the Fund Raising Assistant.
        Assure them that we will respect their wishes.

       "Occasionally we do. In order to find new donors to support us, we
        periodically trade our donor lists with other reputable charitable
        organizations for a one-time use"
       If the donor wishes, we would be happy to, and can easily, remove their
        name from the list of those we trade.
       If they complain about too many mailings, you can also suggest that they
        contact the Canadian Marketing Association at 416-391-2362 regarding
        the "Mail Preference Service". They can add their name to a list of people
        who do not want their names traded between organizations, or to receive
        direct mail. However, they would still receive mail from organizations to
        which they have donated and from groups who do not belong to CMA.

       "To make sure that I connect you with the correct person, may I ask which
        province you are calling from and is this with regard to a local, regional or
        national story?"
       NOTE: Refer the caller to the Director of Communications or the
        Communications Coordinator. If they are unavailable, refer the call to the
        office of the Assistant to the Chief Executive Officer.
       If a caller is speaking French and no French-speaking staff member is
        available, ask if the caller is from Quebec, and if from Montreal.
        * If the caller is from Montreal, give the Montreal office local (514) number
        for further help.
        * If the caller is from outside Montreal, give the toll-free Quebec Region

       "We would be happy to send you an information package. Can you tell
        me what you're looking for so that we can meet your needs more

       "The CCFC does not provide referrals. We recommend that you seek
        advice from your family doctor or your Gastroenterologist (GI)."
       NOTE: If caller is asking for a specific referral to a hospital or doctor,
        "Most major hospitals have Gastroenterologists (GI's) on staff. We
        recommend that you contact the hospital closest to your home and ask
        for assistance in referring you to a doctor in that facility."

       "I can send you copies of our most recent issue of the Journal, our
        newsletter which sometimes has articles regarding current research that
        is being funded by the Foundation."
       NOTE: Specific inquiries about research or from researchers are directed
        to the office of the Executive Director of Research & Scientific Liaison.

       "I will transfer you to someone who will be able to assist you. If this
        person is not available please leave a message and your call will be
        returned as soon as possible."
       NOTE: These calls are transferred to the Administrative Assistant.

       "A few of our groups across Canada do, though this is not our main focus.
        May I ask where you are calling from?"
       Refer the call to the appropriate Regional Office or local Chapter.
       NOTE: Not all Chapters provide support groups. Let the caller know this,
        but indicate that most of our Chapter members are either sufferers, or
        friends/family of sufferers, and can usually talk with newly-diagnosed
        patients to share experiences.

       "I will forward you to the appropriate person. If she is not available, please
        leave a detailed message on her voice mail and she will call you back as
        soon as possible."
       NOTE: All requests for tax receipts should be directed to Fund Raising
        staff who are connected to the database (currently our Fund Raising
        Assistant and Direct Marketing Co-coordinator) If neither is available, and
        the caller does not want to leave a voice mail message, take the caller's
        name and telephone number, the reason for the call, and give to our Fund
        Raising Assistant for response.


 "Thank you! We will welcome your help. May I ask where you are calling?
  I will direct you to XXX who will be able to assist you. If she/he is not
  available please leave a message on her/his voice mail and your call will
  be returned as soon as possible."
 NOTE: If the caller is from a province other than Ontario, direct the caller
  to the appropriate regional office where they can obtain further
  information on volunteer opportunities in their area. Ontario calls are
  referred to the Ontario Regional Secretary.

Appendix 9 – Graphic Standards Manual

                Appendix 10 – Gift Agreement

                              GIFT AGREEMENT BETWEEN
                                       [DONOR NAME]

[DONOR NAME] has generously made a pledge of [Amount / Gift] to the Crohn’s and
Colitis Foundation of Canada (CCFC). This pledge will be fulfilled in the form of a cheque
or agreed upon form of payment according to the remaining following schedule:

        (a)     $[Amount] on or before [month/day/year]

        (b)     Other (please specify) ___________________________

Notwithstanding the foregoing [DONOR NAME] may, at any time, pay more than the
amounts above on any installment or on any other date in order to fulfill the pledge
obligation more quickly. The installments shall be made payable to the CROHN’S AND

The Foundation shall be responsible for the management of the Gift in accordance with
Foundation policies.

Any obligations contained herein on the part of the Foundation shall cease in the event of
any default by the Donor in completion of the aforesaid pledge.


The purpose of the Gift is to support research funded CCFC in the area of

Both parties agree that the Gift does not and shall not, in any way, compromise CCFC’s
Mission and Values or contravene any policy of the Foundation, or reflect negatively on its
public image.

The parties acknowledge that this agreement constitutes a donor relationship that is not
intended to produce liability for [DONOR NAME] arising from any activities, work or
services provided by CCFC. The Crohn’s and Colitis Foundation of Canada agrees to
indemnify and save [DONOR NAME] harmless from any and all claims, causes of action,
suits, proceedings, and costs, including, without limitation, any claims which may be made
by any third party, which may arise in any way from any alleged accident, injury or damage

on the part of Crohn’s and Colitis Foundation of Canada, its agents or employees, except
with respect to any claims made against them in there personal and professional capacities as
other than donor(s).


[DONOR NAME] hereby consents to the use of the name of [DONOR NAME] to appear
in all relevant materials distributed by the Foundation unless otherwise agreed upon.

Donor has agreed to be recognized in the following manner in all relevant materials
distributed by the Foundation unless otherwise agreed upon:



The Foundation will report to [DONOR NAME] at regular intervals.

No public announcement or press release concerning this agreement or the participation of
the Donor, or the Foundation shall be made without the prior consent and collective
approval of all parties.

_______________ and ______________on behalf of the [DONOR NAME] gift

Print Name                       Signature                         Date

Print Name                       Signature                         Date


Print Name                       Signature                         Date

Crohn’s and Colitis Foundation of Canada

                          Appendix 11 – Gifts of Securities

                                      Gifts of Securities

This form is to be completed by the Donor or the Donor‟s representative and serves as authorization
and instruction to transfer specified securities to Crohn‟s and Colitis Foundation of Canada. This
completed form should be faxed to all affected parties, as detailed below.

Faxed to:          My Broker
                   __________________________________                   Date:


Faxed to:          Charity’s Account Holder to Receive Transfer Date:

                   RBC Private Counsel Inc.
                   Fax #416-360-4347
                   Attention: Frank Charbonneau/Donna Card

Faxed to:          Charity                                              Date:

                   Crohn‟s and Colitis Foundation of Canada
                   Fax #416-929-0364
                   Attention: Director of Finance and Administration

This letter serves as authorization to transfer the following publicly-listed securities, currently owned by
___________________________________, to the account of:

Account # 115195001                 Crohn’s and Colitis Foundation of Canada

Account Custodian:                  Royal Trust Corporation RTRA
                                    Royal Trust Securities Services
                                    Royal Bank Plaza, South Tower, 2 Floor
                                    Toronto, Ontario M5J 2J5

Investment Manager:                 RBC Private Counsel Inc.
                                    Royal Bank Plaza, 10 Floor, South Tower
                                    200 Bay Street, P.O. Box 95
                                    Toronto, ON M5J 2J2

Contact Information:                Frank G. Charbonneau, Vice President & Investment Counsellor
                                    Donna Card, Private Client Associate 416-956-9329

Please arrange to process this transaction immediately. This list of donated securities and transfer
authorization is to be forwarded by the delivering institution to the delivering custodian (Please copy
this sheet in order to list more assets). Prior to the transfer, please contact Frank Charbonneau (416)
956-0286 or Donna Card (416) 956-9329 at RBC Private Counsel Inc. to set up asset receipt
instructions with Royal Trust.

            Of                                            currently in account
    # units                    description of security                                 acc‟t # if known

                  Of                                      currently in account _________________________
    # units                    description of security                                 acc‟t # if known

            Of                                            currently in account
    # units                     description of security                                acc‟t # if known

Yours sincerely,

Your Name or Name of Corporation Signing Officers


Phone Number/Email


If you would like to designate your gift to a specific Crohn‟s and Colitis Foundation Region, Chapter
and/or Program, please indicate so below. Otherwise, your gift will be designated as a donation to the
National Office.

                                     Regional Office: ___________________
                                     Chapter/Chapter in Development/Affiliate:___________________
                                     Heel „n‟ Wheel-a-Thon
                                     Fall Fundraiser
                                     All That Glitters Gala
                                     Other: ______________________

                                   THANK YOU FOR YOUR GENEROUS DONATION!

            Appendix 12 – Sponsorship Letter of

                                                                                                Page 1/2


(Name of Partner)
(c/o Key Contact Name)
(Address Information)

(Contact Information)

Dear (Key Contact Name):

Thank you for supporting the Crohn’s & Colitis Foundation of Canada. Our mission is to find a cure for
Crohn’s disease and ulcerative colitis through the support of research. This agreement has been
designed to not only help a great cause, but at the same time to increase exposure of both the
Foundation and its partners in a targeted market of Inflammatory Bowel Disease (IBD) patients, their
families and friends. We appreciate your passion and enthusiasm for our cause.

The purpose of this letter is to confirm the details of our agreement specific to Crohn’s & Colitis
Foundation of Canada (called “CCFC”), and (Name of Partner (called “XXXX”)).

The Partnership:
(Give a brief overview of the partnership)
CCFC will be associated with (“XXXX”) for the duration of (date to date) as a (Type of Partnership)
for a sum total of ($X).

This commitment will be due on or before (Date) and directed to CCFC at 600 – 60 St. Clair
Avenue East, Toronto, Ontario, M4T 1N5, attention Director of Communications and

(Name of Partner) agrees to:
 (Identify bullets outlining commitment)

Crohn’s & Colitis Foundation of Canada agrees to:
 (Identify bullets outlining commitment)

Our goal is to raise money to provide financial support to the researchers who will find a cure for IBD.
Your generous support will help us reach this goal. If you are in agreement with the terms & conditions
specified in this letter, please sign below.

Key Contact Name                                       Name

Name of Partner                               Chief Executive Officer
                                              Crohn’s & Colitis Foundation of Canada
by its authorized signatory:        by its authorized signatory:

_______________________________________        ______________________________________


                                               Director of Finance and Administration
                                               Crohn’s & Colitis Foundation of Canada
                                               by its authorized signatory:



       Appendix 13 – Youth Advisory Council

The goal of the Youth Advisory Council is to provide a forum for young people to
make real contributions to the CCFC and to participate in the process of engaging
other youth in the foundation and its programs. In addition, the YAC strives to
support members in developing the skills and experience they need for effective
participation in their local communities and in their life pursuits.
The Youth Advisory Council as a whole will act as volunteer advisors to the Mgr
of Chapter Services or other CEO/Director of Regional and Volunteer Affairs
delegate to make recommendations on how to best attract youth involvement in the
CCFC and how to leverage youth engagement in activities toward finding the cure.
Working project groups will be created to focus on the growth of The Gutsy
Generation through the development of The Gutsy Generation website and online
activities, increasing youth involvement in national CCFC fundraising and
education activities and the growth of unique youth fundraising, education and
awareness activities through The Gutsy Generation Clubs and CCFC Youth Voices.

Youth Advisory Council roles may include:
Chair, Vice-Chair, Secretary, Youth Network Coordinator, Media Captain, Website Editor

Our goal is that members identify themselves as CCFC Youth Champions.
Champions are leaders in helping to increase youth participation in the Foundation
by taking on leadership roles, acting as mentors, sharing ideas and opinions and
having an interest in engaging more youth in our mission.

YAC will strive to represent the voice of our youth volunteers. To the best of the
CCFC‟s ability, the YAC will have regional representation and diversity of gender,
age, ethnic background and demographic location. The YAC will be composed of
10-15 members between the ages of 15 and 24, each serving a term of one year
with an option to renew for a second year. Members may join the YAC at 24 and
serve a complete two year term (these terms will be staggered for the first four
years in order to create regular turnover and stability). Each member shall be
referred as a YAC Representative.
A member who is absent, without due cause, from two consecutive scheduled
meetings and who does not contribute to the tasks undertaken by the assigned
workgroup and/or designated work of the full committee may be recommended for
removal from the YAC. An assessment of the situation will be reviewed by the Mgr
of Chapter Services or other CEO/Director of Regional and Volunteer Affairs
delegate, regional staff representative and Chair of the YAC.
In the event that a vacancy arises through termination or a member vacates his/her
position through resignation (via written communication to the Mgr of Chapter
Services or other CEO/Director of Regional and Volunteer Affairs delegate), the
position will remain vacant until the next application process. The application
process will take place annually with applications to be circulated in mid June and
submitted by July 15th. Recommendations will be made by Regional Staff, Mgr of

Chapter Services or other CEO/Director of Regional and Volunteer Affairs
delegate and the Youth Advisory Council. The final slate of new members will be
selected at the annual staff conference in August of each year.

Communication through teleconferences and email discussion will focus on the
identified priorities for the upcoming year. In addition, the YAC may hold an in-
person meeting in Toronto in October coinciding with CCFC‟s National Volunteer
Meeting (Congress) and the Annual General Meeting. YAC Representatives may
be invited to join a portion of Congress to participate, to bring a youth perspective,
and/or to report on youth initiatives so that there is full involvement of youth and
full understanding by the National Board, Chapters, volunteers in general and staff.
The YAC will nominate a Chair, Vice-Chair, Secretary, Youth Network Coordinator,
Media Captain and Website Editor. These positions will be held for one year, with
the possibility of re-election for a second year. Meetings will be led by the Chair,
who will create and circulate an agenda in advance in coordination with the Manager
of Chapter Services. Project leaders are required to send an updated report to the
Chair the week prior to each meeting. Minutes will be sent out following the meeting
by the Secretary.

YAC members will serve without compensation except that the CCFC will
reimburse each member for agreed upon reasonable and necessary travel and
expenses incurred.

The YAC will have one staff advisor who will help coordinate meetings and
agenda items. The advisor will act as a liaison between YAC members and others
(Staff and Board) in the Foundation.

The Youth Advisory Council was developed to involve youth in decision making
about matters that directly affect their lives. This involves a partnership between
youth and adult volunteers and supporters of the Crohn‟s and Colitis Foundation of
Canada. This partnership involves voluntary participation, equal status and shared
power. The YAC will actively work with Chapters and staff to ensure that dialogue
and training on youth-adult partnerships takes place.

The YAC is an advisory council to help direct the creation of youth tools and
programs in order to increase the engagement of youth in the mission of the Crohn‟s
and Colitis Foundation of Canada. This role will be carried out, as described, through
one in person meeting annually, approximately one teleconference per month and
intermittent email correspondence.
Prior to joining the YAC, youth who are involved with their local Chapters should
discuss their application and commitments with their respective staff representative.
Holding a position on the YAC should not interfere with previous commitments at
the local level.

Code of Conduct
In addition to following the Code of Conduct of The Gutsy Generation and acting in
accordance with the signed Confidentiality agreement, Youth Advisory Council
members are also committed to the YAC Code of Conduct.


      To work towards the mission of the Foundation
      To support the vision of the Foundation
      To share the values of the Foundation
      To respect and support other members
      To shape their own council in form and objectives
      To organize and facilitate their own meetings
      To identify ways that adults can help
      To mentor the younger or less experienced YAC members
      To network with other youth and community organizations
      To recruit new members when terms are finished


      To work towards the mission of the Foundation
      To support the vision of the Foundation
      To share the values of the Foundation
      To respect and support YAC members
      To be a consistent, active participant in the activities of the YAC
      To be a mentor to the youth and offer suggestions based on their experience
      To be an open-minded, positive role model
      To assist with logistical tasks when necessary (i.e. arranging meetings,
       distributing minutes, arranging videoconferences)
      To liaise with CCFC staff, Board of Directors, sponsors, funders (i.e.
       prepare proposals, activity reports, etc.)

        Appendix 14 – Volunteer Expectations

The CCFC‟s volunteers represent a significant share of the revenue and general
activities of the CCFC. They are involved in all aspects of the CCFC‟s work from
the National Board of Directors to day of volunteers at National Fundraising events
like the M&M Meat Shops Charity BBQ day. As mentioned in our Mission Vision
and Values statement the premise of all work with and for volunteers is based on the
core statement of mutual respect amongst volunteers and staff.

Volunteers often ask what their CCFC staff representative’s responsibilities are.
We’ve taken an inventory of the services individual volunteers can expect from the
Foundation and invite all CCFC volunteers to take advantage of these services:

*Individual CCFC Volunteers:

   You can expect:
     •      Response to your correspondence within one business week (ie. faxes,
            e-mails, letters)
     •      Response to phone calls within 24 hours
     •      Volunteer input to be sought on CCFC programs
     •      Mutual respect among staff and volunteers
     •      Openness to your feedback and questions
     •      To have your interests matched with your volunteer position

    You can expect:
       •     Staff to uphold CCFC standards, policies, practices and programs
       •     Staff to be able to provide information on the Foundation (who we
             are, what we do)

    You can expect to be provided with:
      •      Volunteer orientation
      •      A clear, written job description
      •      Training for assigned tasks
      •      Ongoing support and feedback
      •      Regular re-assessment of satisfaction with volunteer work

    *In addition to the services provided to CCFC volunteer groups

 Appendix 15 - Volunteer Recognition Program

Recognition is the ongoing process of making volunteers feel that they are needed
and appreciated. CCFC is committed to recognizing its volunteers as follows:

Formal recognition refers to the presentation of volunteer awards (certificates,
plaques, pins, etc.), typically at a gathering (education event, Chapter Development
Workshop). While this type of recognition is valuable, successful volunteer programs
also treat every interaction with the volunteer as a possible opportunity for informal
recognition. Informal recognition can be tailored to the personality of the volunteer:
many people appreciate a smile, a “thank you” or a hug or pat on the back from time
to time, while others feel more comfortable with a handwritten note or phone call. If
a volunteer mentions a new idea or writes a great press release, say so!
Acknowledgment of specific skills will give the volunteer further confidence in his or
her skills.

Many volunteers work tirelessly to help the CCFC achieve its mission to find the
cure. Some of our volunteers have been working continuously with the CCFC in
“behind the scenes” positions, where few people are aware of their dedication to the
Foundation. The National Unsung Hero Award was developed to recognize the
achievements of individual CCFC volunteers, and their contributions to the
fulfillment of the Foundation‟s mission.

The National Unsung Hero Award is presented annually to a volunteer who has
made a substantial and inconspicuous contribution to the work of the Foundation
over time. This volunteer may or may not have held any particular office, and may or
may not have been previously recognized for his/her efforts. Award recipients are
invited, as guests, to Congress, where the award is announced, and the recipient is
presented with a suitable recognition symbol.

Volunteer Initiative Award
A national award presented to an individual volunteer for the best idea that has been
or may be implemented on a national level. The idea can affect any area of the
Foundation (Research, operations, fundraising, communications, volunteer/Chapter
development, education, awareness, etc.). This award will be presented annually at
CCFC‟s national Congress.

Golden Gutsy Award
A national award presented to an individual volunteer who has done the most
outrageous thing to get his/her message across about the CCFC, or to raise funds,
or to raise awareness of the CCFC. This award will be presented annually at
CCFC‟s national Congress.

Name Sake Award
A regional award named after a stellar CCFC volunteer role model in the region.
The award aims to highlight excellence that is happening in the region. The award
recipient is chosen each year by the region‟s CCFC staff representative and
presented at the annual Regional Meeting.

The CCFC has a formal plan of recognition based on the length of service of
volunteers. Chapter Volunteer Recruiters and staff representatives should keep and
review records to ensure that volunteers who have been active with the CCFC for 2,
5, 10, 15, 20, 25 or 30 years receive the appropriate recognition pins. The pins can
be ordered from the Director of Volunteer Services, through Regional/District

How else do we recognize volunteers?
• Volunteer Certificates
• Handwritten thank–you notes
• Letter to the volunteer‟s family to thank them for “lending us” their
• Thank you letter from the Chapter President or Vice–President of the Region
• Backyard picnic/BBQ/pizza party
• Acknowledgement in the Chapter Newsletter
• Acknowledgement at a Chapter education event
• Interview/Profile in FOCUS
• President‟s Pin – a gold CCFC recognition pin is available to all Chapter
Presidents (past or present).

Appendix 16 – Diversity Statement

The Crohn‟s and Colitis Foundation of Canada
acknowledges, respects, values and celebrates the diversity of
people who make up our stakeholders. We recognize that
every individual is unique and that this diversity is not only
part of the fabric of our organization, but of our nation.
These differences include, but are not limited to age, race,
ethnicity, national origin, gender, sexual orientation, socio-
economic status, physical and mental abilities, religious
beliefs, political beliefs, or other ideologies.
The Crohn‟s and Colitis Foundation of Canada is committed
to creating an inclusive environment where all individuals are
respected and welcomed. As we constantly change and
evolve to serve a diverse Canada, we strive to ensure our
values are reflected in the culture of our organization, our
policies, programs and materials.
The CCFC believes that we have much to learn and profit
from diverse communities and that by embracing differences
we will strengthen the Foundation and together move closer
to       our       mission        to      find   the     cure.

(Endorsed by the National Board of Directors February
9th, 2008)

    Appendix 17 – Volunteer Advisory Council
              Terms of Reference

The goal of the Volunteer Advisory Council is to provide a forum for leadership
volunteers to assist in enhancing CCFC programs in volunteer development.
The Volunteer Advisory Council acts as volunteer advisors to the Director of
Volunteer Programs to make recommendations on areas and/or programs that affect
volunteers or CCFC volunteer groups on a whole.
Our goal is to listen to the voices of our volunteers and to actively engage
volunteers in the development and enhancement of CCFC‟s volunteer programs.

The Volunteer Advisory Council will strive to represent the voice of CCFC
volunteers. To the best of our ability, the Volunteer Advisory Council will have
regional representation and diversity of gender, age, ethnic background and
demographic location. The Volunteer Advisory Council will be comprised of one
leadership volunteer from each region, each serving a term of approximately one
Volunteers who are asked to join the Volunteer Advisory Council usually do so at
the request of their CCFC staff representative. Alternatively, volunteers may speak
with their staff rep. if they are interested in joining the council.
In the event that a vacancy arises on the Volunteer Advisory Council - through
illness or a member vacates his/her position through resignation (via written
communication to the Director of Volunteer Programs) - the Volunteer Advisory
Council will, within one week after receipt of the resignation, request a
The selection process will take place annually in June/July. Volunteers are asked to
join the council based on the items up for discussion during the term and based on
the volunteer‟s experience and role with the CCFC. Suggestions are sent annually
by each CCFC staff representative in each region to the Director of Volunteer

Communication through teleconferences and email discussion will focus on the
identified priorities for the upcoming year. In addition, members of the Volunteer
Advisory Council may be asked to attend sessions at CCFC‟s National Volunteer
Meeting, Congress, to present changes made to national programs, should the need
Suggestions for changes to CCFC programs or activities are taken from the
Volunteer Advisory Council and presented to the appropriate CCFC
staff/team/board, as appropriate, for final approval.
The Director of Volunteer Programs chairs each teleconference (approximately 30-
45 minutes in length) and encourages each member to actively participate in
discussions. Having full participation ensures that each Council member is able to
be the voice for their region or local Chapter.

From time to time, an additional CCFC staff person may be asked to join the Council
for a particular area of discussion.
Volunteer Advisory Council members will serve without compensation except
where the CCFC will reimburse members for agreed upon reasonable and
necessary travel and expenses incurred (i.e. travel for Congress).

The Volunteer Advisory Council is an advisory council to help direct the creation of
tools and programs that affect CCFC volunteers and volunteer groups.
Volunteer Advisory Council members will remain active members of their Chapter
and the Volunteer Advisory Council should not interfere with previous commitments
at the local level. If there is concern that the time commitment is not able to be met,
Council members should speak with their CCFC staff representative and the Director
of Volunteer Programs.

       Appendix 18 – Confidentiality and Non-
        Disclosure Agreement for Volunteers

                    CCFC VOLUNTEERS

As a CCFC leadership volunteer of my local Chapter, I understand that some
CCFC documents and discussions are confidential. This includes, but is not limited
to, the CCFC Volunteer Toolkit, training, fundraising, and financial materials,
documents and discussions. I understand that information identified as confidential
will not be shared outside of my local Chapter and CCFC staff representative(s).
These obligations will continue even after I am no longer a volunteer of the CCFC.


Name (please print)


             Appendix 19 – Chapter Standards

CCFC Chapters are legally designated under, and subject to the requirements of
the CCFC Constitution. In addition, the CCFC Mission, Vision, Values Statement
defines the goals and principles with which Chapters operate.

Chapters are volunteer groups established by the Crohn's and Colitis Foundation of
Canada. Chapters are committed to raise increasing funds for medical research and to
provide education programs in their communities. Standards were created by
CCFC volunteers 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.

The first part of this document lists Standards that are minimally required for
attaining and retaining Chapter status. Chapters in Development (CIDs) are also
required to comply with the CCFC Chapter Standards during their two-year
development period. If these Standards are not met, Chapters work with CCFC staff
representatives to devise a plan to comply with all standards. The National Board of
Directors has the sole authority to “designate and to revoke the designation of Chapters,
and to fix their geographical boundaries in the best interests of the Foundation.1.”

The second part of this document lists recommendations that will help Chapters
become stronger and more efficient volunteer groups. These recommendations have
been compiled with direct input from a CCFC volunteer Task Force; they are based
on long experience working with CCFC Chapters and observing the keys to success.

                  Part One – Minimum Chapter Requirements

                          A. Organization and Communications

Each CCFC Chapter will:
    Elect the Chapter Executive from the Chapter‟s full (paid) membership

      Elect a Chapter Voting Delegate annually, who shall represent the Chapter and
       vote on its behalf at each annual or general meeting of the Foundation. 1.

      Have a Chapter Executive consisting of no fewer than four members of the
       Chapter, including a President and a Treasurer.1.

      Carry out the business of the Foundation within its geographical area by
       organizing activities in pursuit of the CCFC Mission.

      Respond to all public inquiries within one week.

      Submit a completed Chapter Achievement Survey annually and continually
       improve the quality of Chapter operations, based on feedback from the survey.

           1.   CCFC Constitution

          Ensure the privacy of volunteers, members and donors by obtaining and using
           information about them only with their prior informed consent.2.

          Promote a consistent CCFC image and identity across Canada by adhering to the
           Graphic Standards Manual.

                                            B. Fundraising

Each CCFC Chapter will:
    Raise funds for research as follows:
             Population of Chapter                                Annual Minimum
             In Geographical Area                                 Net Revenue
             Up to 49,999                                         $6,000
             50,000 – 99,999                                      $10,000
             100,000 – 249,999                                    $20,000
             250,000 – 499,999                                    $30,000
             500,000 – 999,999                                    $40,000
             1,000,000 +                                          $80,000

          Participate in all CCFC national fundraising programs.3. The current national
           fundraising programs are: the Heel 'n' Wheel-a-Thon, Fall Fundraiser, and M&M
           Meat Shops Charity BBQ Day.

                                     C. Volunteer Development

Each CCFC Chapter will:
    Provide all new Chapter volunteers with the CCFC‟s Mission, Vision, and
      Values statement.

          Make every effort to ensure that there is regular turnover of Chapter leadership
           (Executive) to broaden participation by volunteers.

                                         D. Chapter Finances

Each CCFC Chapter will:
        Keep and maintain records and books of accounts that are appropriate and in
      accordance with the accounting system of the Foundation1

          Enter into legal contracts only with the prior written consent of the CEO.1.
     CCFC Constitution
     National Board Policy Manual
  Particular community circumstances may be such that other programs may be approved as equivalent by the
Director of Fundraising.

      Observe Revenue Canada rules for the issuing of charitable tax receipts,
       maintaining accurate records and providing tax reconciliation reports to the
       Regional/National office as required.

      Submit an annual Business Plan and Research Commitment (budget) to the
       Regional office for approval, designed to raise increasing funds for medical
       research in accordance with the CCFC Mission.

                                E. Education Program

Each CCFC Chapter will:
    Organize, promote and hold at least two Education Events per year.

                                    F. Membership

Each CCFC Chapter will:
    Provide information on CCFC‟s membership program within the Chapter‟s
      geographical area.

      Inform members of annual Chapter elections.

                  Part Two - Chapter Recommendations:

The following are recommendations to help Chapters organize stronger and more
efficient volunteer groups; they complement the required Chapter Standards.

                        A. Organization and Communications

All CCFC Chapters should:
     Provide their staff representatives with information for the update of the Chapter
      page on the CCFC website monthly.

    Appoint Chapter representatives to attend meetings organized by Regional

                                    B. Fundraising

All CCFC Chapters should:
     Solicit support and funds from local businesses and individuals (see Volunteer
      Toolkit for guidelines).

    Provide information about CCFC fundraising programs to the service
     constituency by providing the CCFC “Annual Report” to any donor on request.

                              C. Volunteer Development

All CCFC Chapters should:
     Provide all volunteers with clear job descriptions.

    Review the effectiveness and results of Chapter volunteer recruitment,
     succession planning, training and retention at least annually.

    Implement the CCFC Long Service Awards Program by presenting Chapter
     volunteers with the 2, 5, 10, 20 and 25 year Long Service pins after the
     corresponding years of service.

    Appoint a Volunteer Development Coordinator responsible for recruiting,
     orienting and supporting new volunteers, and a Vice-President to assist and
     succeed the Chapter President.

    Have the Volunteer Toolkit available to be shared by all Chapter Executive and
     leadership volunteers.

    Regularly turnover Chapter Executive positions after a maximum term of two
     consecutive years, where feasible.

    Keep their CCFC staff representative fully apprised of Chapter activities,
     including changes in Chapter leadership, fundraising and education programs
     and volunteer development.

                                 D. Chapter Finances

All CCFC Chapters should:
     Apply every best effort to achieve the approved Research Commitment (budget).

                                E. Education Program

All CCFC Chapters should:
     Devote at least some Education Event time at least annually to a general
      introduction to inflammatory bowel disease (IBD) and the Foundation.

    Distribute CCFC brochures and educational materials to individuals with IBD,
     their families, health professionals, and the local community.

    Develop a relationship with a Chapter Medical Advisor and consult on
     Education Event topics, speakers and content.

                                   F. Membership

All CCFC Chapters should:
     Inform the membership of local Chapter activities through a Chapter newsletter
      that is published at least twice a year.

    Ensure that the Chapter newsletter complies with the CCFC's Newsletter

      Appendix 20 – Chapter and Office Roles

All Chapters participate in national campaigns - for example, the Heel „n‟ Wheel-a-
Thon, Fall Fundraiser and M&M Meat Shops Charity BBQ Day. In addition,
Chapters hold their own fundraising events and may solicit donations, prizes and
other types of support from local businesses, foundations and service organizations.

It is vital to understand and observe the respective fundraising roles of Chapters,
Regional Offices and the National Office. This way we can avoid duplicating and
wasting effort, frustrating prospective donors by multiple, uncoordinated
solicitations, and work together most effectively to raise funds for our common goal.
Certain fundraising activities and audiences are therefore limited to the National and
Regional Offices:


The following activities and audiences are limited to the National or Regional Offices
as described.

National Office
• direct mail campaigns addressed to individuals (and some small businesses
already giving through the campaign)
• businesses with $25 million or more in revenue or more than 1,000 employees
• foundations or businesses that operate in more than one region
• federal government (except for employment grants)

Regional Offices
• soliciting donations from corporations other than those solicited by the National
Office and Chapters
• soliciting donations from regional foundations and provincial governments
• federal employment grants

Please see the Volunteer Toolkit for further details on Chapter Fundraising
initiatives and guidelines.

         Appendix 21 – Chapter Expectations

Chapters rely on staff in many cases to function. We‟ve taken an inventory of the
services CCFC Chapters and Chapters in Development can expect from their CCFC
staff representative and the Foundation, in general, and invite these groups to take
advantage of the following services:

   You can expect:
     •      Your CCFC staff representative to have personal contact with your
            groups at least weekly by phone, and at least bi-weekly by e-mail
     •      To be informed of staff absences or departures
     •      Memos with updates or info about current events
     •      Response to your correspondence within one business week (ie. faxes,
            e-mails, letters)
     •      Response to phone calls within 24 hours
     •      Teleconference calls whenever appropriate
     •      Chapter Development Workshops, Congress to occur at least
     •      Personal visits by your CCFC staff representative at least quarterly,
            except where impracticable, to your Chapter or Chapter in
     •      Volunteer input to be sought on CCFC programs
     •      The sharing of ideas between Chapters

    You can expect:
       •     Staff to uphold CCFC standards, policies, practices and programs
       •     Your CCFC staff representative to share any relevant professional
             development training with volunteers
       •     Staff to be able to provide information on the Foundation (who we
             are, what we do)
       •     Leadership from your CCFC staff representative in the areas of
             fundraising, volunteer development, communications, CCFC
             programs and practices
       •     Advice and training on volunteer recruitment
       •     Your CCFC staff representative to provide training, recognition and
             motivation to volunteers

    You can expect to be provided with:
      •      Updated Volunteer Toolkit annually
      •      Videos (fundraising, volunteer development, IBD/research info, how
             to’s, motivational, marketing, etc.)
      •      Fundraising resource materials
      •      Brochures and Hello Kits
      •      Regional Reporter/FOCUS issued to key volunteers

       •      Research program updates
       •      Regularly updated membership lists
       •      Fundraising techniques and resource materials
       •      Financial statements detailing your group’s revenue and expenses
       •      Volunteer orientation information
       •      Foundation updates
       •      Media lists

Materials and Resources Available for Chapter Use
CCFC Envelopes
Form A
Form B
Receipt Books
Deposit Slips
Membership Lists
Mailing Labels
Media Lists
Physician Lists (gastroenterologists)
Office Supplies
Coin Containers/Backer Cards
Funeral Home Cards
Hello Kits
Corporate Kits
Education Materials Bulk Order Form
Brochures: The Facts about IBD
Medication for IBD
Nutrition, Diet and IBD
Sexuality, Fertility, Pregnancy and IBD
Surgery and IBD
Parents, Teachers and IBD
Kids and IBD
Applying for Insurance leaflet
“Just Another Disease” flyer
Other Publications: CCFC Annual Report
CCFC Research Report
Graphic Standards Manual
Fundraising Manuals
Newsletter Guidelines
Education Posters: Discover our Education Program
IBD Awareness
Mission, Vision and Values easels
Education Display Board (tri-fold) with the following additional panels:
 Heel „n‟ Wheel-a-Thon
 CCFC IBD Network
 Volunteering with CCFC

Ad Mattes: “Just Another Disease” series and general ad mattes for media
Radio PSA‟s:
 Heel „n‟ Wheel
 Heel „n‟ Wheel
 Heel „n‟ Wheel
 IBD Network
Thank You Cards
Recognition Certificates
Long Service Pins - 2, 5, 10, 15, 20, 25 and 30 years
Volunteer Buttons
Volunteer Business Cards

  Appendix 22 – CCFC Chapter Recognition
       Awards (Terms of Reference)

The Chapter Recognition Awards are intended to recognize outstanding
achievement, consistency and innovation in Chapter activities. These awards are
designed to reflect excellence in understanding and embracing the legal requirements
of Chapters as dictated by the CCFC Constitution and Chapter Standards, the goals
and principles of the Mission, Vision and Values of the Foundation and established
keys to success.

The Chapter Recognition Awards seek to highlight local volunteer groups that
demonstrate best practices in the following categories:

Excellence in Leadership
Chapters will demonstrate strong leadership through regular Chapter meetings and
compliance with the Chapter Standards. Chapter leaders will have strong and
mutually respectful working partnerships with their regional staff representatives and
participate actively in regional and national conferences and learning opportunities.
Chapters will maintain strong links with their membership through Chapter mailings
(eg. Newsletters, event information), online webpages and personal contact.

Excellence in Fundraising
Chapters will demonstrate innovation, growth and financial success in the carrying
out of national and local fundraising events. Chapters will successfully participate in
the three national CCFC fundraisers and demonstrate growth in the area of

Excellence in Volunteer Development
Chapters will have developed a strong and diverse volunteer base. Chapters will
have demonstrated a solid volunteer program through regular volunteer recruitment
activities, volunteer training and evaluation, volunteer appreciation and recognition
and a regular turnover of Chapter leadership positions through elections and
succession planning.

Excellence in Financial Accountability
Chapters will show leadership in the effective handling and processing of financial
matters including annual research commitments, donations, legal contracts,
accounting practices and tax receipting.

Excellence in Education & Awareness
Chapters will demonstrate innovation and excellence in their annual education and
awareness activities. Activities will reflect the current priorities of the Foundation
and show best practices in utilizing all outlets for spreading awareness about the
CCFC and Inflammatory Bowel Disease.

Excellence in Partnerships
Chapters will demonstrate a strong sense of community connection through the
formation of partnerships with local businesses, hospitals and clinics, media, schools
and other community organizations to enhance the visibility of the Foundation and to
garner support for their local activities.

Who is Eligible to Receive These Awards:
Any CCFC Chapter that completes the annual Chapter Recognition Survey and
complies with the CCFC Chapter Standards as defined by the National Board of
Directors. Chapters who receive the Award of Excellence and Outstanding Chapter
Awards will not be eligible to receive Chapter Recognition Awards.

Selection Process:
A selection committee consisting of the Director of Volunteer Programs, the
Manager of Chapter Services and three additional staff representatives will review
the results of the Chapter Recognition Survey. Further information will be
considered from the „brag section‟ of the survey. Chapters (excluding the winners of
the Award of Excellence and Outstanding Chapter Awards) who receive the highest
point total in each of the categories and who have clearly demonstrated excellence in
the category will be put forward at the National Directors Conference for the award.
One recipient will be selected in each fiscal year.

How Are The Awards Presented:
The Excellence Awards shall be presented annually at Congress. The Chapter Voting
Delegate will be asked to receive the award at the President‟s Dinner on behalf of
the Chapter.

           Appendix 23 – Research Symposium
             Sponsorship Request Template

1      Title/location/date of the event.

2.     Amount of request and your total estimated budget (if known).

3.     The mission of the CCFC is to find the cure for IBD, how does this request
       advance this mission?

4.     How do you expect to apply the funds to support the event (e.g. sponsor the
       travel of a keynote IBD speaker, trainees, etc.)

5.     Describe how the funds may apply to the following dimensions of knowledge
       translation: dissemination; translation; brokering; commercialization.

Please send your replies to Drs. XX, Chair of Scientific Symposia, CCFC Scientific
and Medical Advisory Council, copied to XX, Executive Director of Research &
Scientific Liaison (

Please note that symposia receiving CCFC support must include the CCFC logo
and mention of the support in all promotional material and handouts.

       Appendix 24 – Research Award Letter

May 7th, 2008

Dr. XX
Mailing address
E-mail address
                  (By e-mail, original by surface mail)

Dear Dr. XX:

Your application for a Grant in Aid of Research was recommended for
funding by this year’s Grants Review Committee of the CCFC IBD
Research Institute. It is my pleasure to inform you that the CCFC is able
to offer you funding to complete this work. Following I am writing now to
offer you this Grant.

The period of funding is for three years from July 20XX to June 20XX.
The total approved budget is $xx for 20XX-20XX, $xx for 20XX-20XX
and $xx for 20XX-20XX. These funds will be forwarded to XX. It is
CCFC’s policy, consistent with that of members of the Health Charities
Coalition of Canada not to pay any indirect costs. Please note the
following grant conditions carefully:

1.     Progress Reports
We require an annual progress report at the end of the first and second
years in lay terms, to be forwarded by July 1st (beginning in 2009). We
also require a final scientific report. Please review the procedures
governing this final report in the attached CCFC Policies and
Procedures Regarding Grantee Reports May 2008. Compliance
with the current version of these policies is a requirement for ongoing
funding of your research.

2.     Budget details
CCFC requires an update of the budget you submitted with your proposal.
If there are no changes, please indicate so in the budget you submit. You
may be asked to provide more detail than you submitted in your original
budget included with your proposal. For example, budget breakdowns
should be itemized and specific for any lines greater than $3000 (e.g., a
category called “Expendables” with a budget of over $3000 should show
different subcategories of expendables with estimates for each).

You are also required to notify any other granting agencies with whom
you have pending grant application(s), of your acceptance of this CCFC
grant, and to provide the granting agency with the summary page of
your CCFC proposal and the detailed budget breakdown outlined above.

Finally, an annual financial report is required at the end of each funding
year, to be forwarded to XX, Director of Finance and Administration,
CCFC by June 30th. The report in the final year of the grant is due by
September 30th to allow transactions to clear. This report must present
a statement of account reconciling grant payments and expenditures
made to date, as well as the balance of funds remaining, if any. The
report must be certified by the grantee and a business officer designated
by receiving institution. Any funds remaining at the end of the grant
term must be returned to CCFC unless a grant extension has been
authorized by the foundation.

3.    Other Knowledge Translation assistance
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.). You
       will likely be invited to participate in such events by the CCFC
       Regional Director for province or area. For your location this is XX
     Participate in relevant events designed to facilitate knowledge

Any such requests will be made as far in advance a possible with full
cognizance of your busy schedule. Our staff, volunteers and members
are keen to hear about your progress. The promotion of CCFC-funded
work is critical to the continuing growth of our research program.

4.     Acknowledgment & Dissemination tracking
You are required to provide CCFC with advance notification of press
releases/media events related to CCFC funded research. Afterward,
please make arrangements for CCFC to be sent copies/links of press
coverage of CCFC funded research. Notification of media coverage should
be directed to the Director of Communications and Marketing. For
scientific meetings and publications, notify the ED of Research & Scientific

CCFC grant recipients must always acknowledge CCFC’s funding support,
whether the research is presented at a scientific meeting or at news
conference, or published in a scientific journal or as a media report.
Please note that, during the 2008-2009 funding period, CCFC will be
moving toward adopting a version of CIHR’s “Policy on Access to Research

5.     IBD Research Institute
All CCFC grant recipients will be added as members of the IBD Research
Institute without requiring any fees. The revised IBDRI membership will
include all current Professional members (on an opt-out basis). We will be
in touch with the IBDRI membership regarding these and other changes

We ask that you confirm your acceptance of this award and the
above conditions as soon as possible in writing by signing below
where indicated, and no later than May XXrd, 20XX. If we have
not heard from you by this date, we will assume that you wish to
decline. If you have any questions about this letter please email
me ( or contact my Assistant, XX ( 416-
920-5035 xXX).

When you respond, please provide a short “lay translation” of the
title of your research project. This translation will be used in
CCFC’s Summer Journal as well as the Annual Report. These
publications will be read by non-research people whose donations
and volunteerism make this funding possible.

Failure to comply with the conditions laid out in this letter of offer may
result in termination of research funding at the discretion of the CCFC
and/or other measures deemed appropriate by the CCFC.

Please accept our personal congratulations and best wishes for the
success of your project. We are very pleased to invest in your work, as
part of the CCFC's continuing effort to find the cure for inflammatory
bowel disease.


Executive Director of Research & Scientific Liaison
Crohn’s and Colitis Foundation of Canada

Chief Executive Officer
Crohn’s and Colitis Foundation of Canada

__________________________       ____________________________
      Researcher Name                  Acceptance of Terms (Signature)

   Appendix 25 – Instructions for Reviewers of
              Grant Applications

Dear CCFC Research Committee Member:

First let me thank you all for participating in the review process. In the next week
you will be receiving a courier package with grant applications. This year we have a
large number of applications and we have tried to spread the “burden” equally with
everyone getting 6-7 applications as primary and secondary reviewer, and three
applications as reader.

As a primary or secondary reviewer you will need to complete a full written review
using the following CIHR format:
     Summary of proposal,
     Evaluation of application,
     Evaluation of proposal (strengths and weaknesses),
     Comment on budget,
     Overall recommendation (including a numerical score using the scale below),
     Your assessment of relevance to CCFC Mission (Not Relevant, Low,
        Medium or High)
Please be aware that Unexpurgated, but anonymous, copies of your reviews will be
sent to all applicants, after the successful grants are announced.

As a reader, you need only come up with a merit score and relevance rating,
contribute to the discussion but do not need to provide a written report. There are 2
reviewers and 1 reader per application. Reviewers and readers should provide their
scores and any summary comments using the summary score sheet provided.

To ensure consistency, all reviewers must adhere to a common scale. It is
particularly important that the full scale is used. To facilitate this, the following scale
and descriptors should be utilized:

            Descriptor                 Merit Score                  Outcome
outstanding                               4.5 - 4.9     May Be Funded -
                                                        Will be Discussed by the
excellent                                 4.0 - 4.4     Committee
very good                                 3.5 - 3.9
acceptable, but low priority              3.0 - 3.4     Not Fundable - May or
                                                        May Not be Discussed
needs revision                            2.5 - 2.9     by the Committee
needs major revision                      2.0 - 2.4

seriously flawed                        1.0 - 1.9
rejected                                0.0 - 0.9
* Applications rated below 3.0 are so flawed in some respect that they do not
represent a good investment of funds, and would require significant rewriting to be
considered acceptable. Such applications will normally be streamlined, and not be
discussed by the committee.


This runs exactly like all other CIHR panels.
a) Reviewer 1 gives their score
b) Reviewer 2 gives their score
c) Brief comments by reviewer 1
d) Reviewer 2 agrees, extends or rebuts reviewer 1
e) A consensus score is agreed upon
f) Brief panel discussion
g) Review and adjustment of consensus score
h) Panel members vote ± 0.3 around the consensus score
i) A budget is recommended.

The Internal Reviewer Report

The individual review should briefly outline the aim(s) and description of the project
- purpose of the proposal, the hypothesis to be tested or question to be addressed, the
objectives to be achieved, the approach proposed, the progress made to date.

This is followed by an assessment of the application. It should be clear and concise,
using objective and non-inflammatory language. The reviewer should state his/her
opinions, with justification. The review should contain an assessment of the strengths
and weaknesses, the originality and potential impact of the research described in the
application, the appropriateness of the research plan, the past productivity of the
applicants and the suitability of the research environment. The most useful reviews
are those which provide constructive advice to the applicant, enabling him/her to
improve the quality and efficiency of the proposed research.

The review should include comments on the budget requested and a formal
recommendation which is consistent with the scientific recommendations. If budget
cuts are recommended, there should be clear and detailed reasons for the cuts.

The applicant will receive the review as it is submitted by the reviewer. For this
reason, please do not identify yourself in order to ensure the confidentiality of the
review process. In addition, please use care and avoid inflammatory or derogatory
comments in your reviews out of respect for the applicant.

    Factors in the Assessment

    The following questions are among those which should be considered. It is
    understood that reviewers may weigh these questions differently from one
    application to another.

    The Applicant's Productivity, Experience and Training

          How appropriate is the training or track record of the applicant(s) to the
      research proposed?
          How important and original is the recent productivity of the applicant(s)?
          How confident are you that the applicant(s) can do the work proposed?

    The Research Proposed

          How important and/or original are the hypotheses or the questions to be
      addressed, and how clearly are they formulated?
          How important and original are the contributions expected from the research
          How well will the proposed experiments address the hypotheses or
          How appropriate are the methods to be applied and the proposed analyses of
          How well will the applicant implement new methods which are to be
      introduced and/or explored?
          How well have the applicants anticipated difficulties in their approach and
      considered alternatives?
          Is the rationale for the proposal well-grounded in a critical review of the
      pertinent     literature?

    The Research Environment

          Are the facilities and personnel available that are required to do the work?
          Is the applicant able to commit the amount of time that is required to do the
      research well?
          Are appropriate collaborations in place?

     Appendix 26 – Application Guidelines and
     Terms of Reference – Innovation Awards

The Crohn’s and Colitis Foundation of Canada invites applications for an
Innovative Research Grant to fund novel or innovative approaches to inflammatory
bowel disease (IBD) research. “Innovations in IBD” is intended to stimulate and
support research which may not be encompassed within the boundaries of traditional
medical research.

All proposals must conform to sound principles of research and all studies involving
human and/or animal subjects must be reviewed and approved by an appropriate
Institutional Review Board of a recognized institution. The Foundation seeks
excellence as well as innovation.

Grants to a maximum of $50,000 for up to one year may be awarded.

Applications will be accepted from researchers within Canada and abroad. No
“overhead” support is permitted. Applications must be submitted in English or

Applications will be assessed for eligibility by the Chair of the Grants Review
Committee. Eligible applications will then be reviewed by the Grants Review
Committee of the CCFC IBD Research Institute. Reviewers will include researchers
and/or practitioners with direct knowledge and expertise in the subject area of the
proposed project. External referees will also evaluate the applications.

There will be two submission deadlines annually - March 1st and September 1st.
Successful applicants must be Professional Members of the CCFC.

Please submit the original copy of the application form, plus 8 photocopies. All applications
must include:
 research objectives
 review of literature
 methodology
 analytical methods/techniques
 relevance of research to IBD
 budget
 references/bibliography
 list of previously-held funding

 ethical approval for human experimentation
 ethical approval for animal experimentation

Applicants may respond to previous reviewers‟ comments if this is a resubmission of an
unsuccessful application. The response should be able to stand alone, and should not require
reference to any other document as the current reviewers will not have access to previous
application information (maximum 1 page). Attach a page numbered 5a

For application form, see CCFC website.

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