Great Book Swap Terms & Conditions

These guidelines have been developed to assist groups and individuals (The Fundraiser) that are planning to fundraise in a Great Book Swap on behalf of The Indigenous Literacy Foundation (The ILF). Creating a Great Book Swap account means you agree with these Terms and Conditions, which will form the basis of any dealings between the ILF and your organisation.

Authorisation

1. ILF grants authority for you to fundraise through a Great Book Swap activity provided the ILF is satisfied that the event/activity fits with its aims and values.

2. If required, Fundraisers must provide the ILF with a clear written description of the nature, extent and duration of the fundraising activity, provide an estimate budget of the proposed activity and provide information about the group or individuals organising the activity.

3. Permission to fundraise is issued from the time the account is created to the time the Great Book Swap event is held. Following the event, please log in to your account to submit your funds.

4. The Fundraiser understands that the ILF reserves the right to withdraw approval of this event/activity at any time should the event/activity or the event/activity organisers fail to comply with the ILF's Fundraising Guidelines.

5. The ILF may withdraw the Fundraiser's authority to fundraise by notifying the Fundraiser in writing. The Fundraiser must immediately cease the event/activity.

6. The Fundraiser must abide by all relevant State legislation for fundraising and apply for any permits and authorities that may be required. Different states have their own legislation, which should be checked beforehand by the Fundraiser.

Upholding the ILF's Standards

7. Due to the nature of the work of the ILF and the high ethical standards under which the ILF operates, there may be some events ILF cannot approve. Please note the following activities will not be approved at your Great Book Swap:

a. The sale or promotion of tobacco products or illegal drugs

b. Events that do not promote the responsible service of alcohol

c. Activities or events that are in any way linked to terrorism or the use of landmines

8. The Fundraiser commits to uphold the ethics and standards of the ILF and agrees they shall not do anything to bring the ILF or its staff or associates into disrepute.

9. Fundraisers agree that they have read and agreed with the Child Protection Policy as per Child Protection Code of Conduct attached.

Organising the Event

10. The Great Book Swap shall be conducted in the name of the Fundraiser and is the sole responsibility of the Fundraiser. The Fundraiser must make it clear in all their dealings with the public, sponsors and supporters that they are not employees or agents of the ILF, nor are they acting in any other other representative capacity.

11. The ILF is not able to take a coordination role in event organising and its staff is not obliged to assist in soliciting prizes, organising publicity, or providing goods and services to assist the Fundraiser in the running of the event/activity.

12. The ILF does not provide public liability insurance for fundraisers.

13. The ILF asks the Fundraiser to keep the ILF up to date with the Great Book Swap.

14. For fundraising purposes, a child is anyone under the age of 18. The minimum age of children participating in an appeal (event/activity) as a volunteer is 8 years. There are specific codes of practice associated with children in fundraising that may apply.

15. The Fundraiser verifies that they are in proper physical/mental condition to organise and run this event and acknowledge that they are aware of the risks involved and voluntarily agree to assume those risks.

Promoting the event/activity

16. Any use of the ILF's logo must be approved. Each Great Book Swap event will be evaluated on a case-by-case basis and it is at the discretion of the ILF whether logo usage shall be granted.

17. All references to the ILF in each piece of promotional material, including text and images, (whether taken from the ILF's website and print materials or another source) must be submitted to the ILF for approval before publication.

18. The ILF may approve the use of a line of copy (suggestions below) stating the relationship between the event/activity and the ILF. The organisation must be referred to as 'The Indigenous Literacy Foundation' or 'The ILF'. Suggested wording:

a. 'Proudly supporting The Indigenous Literacy Foundation'

b. 'Funds raised are used to support The Indigenous Literacy Foundation's purchase and supply of books and literacy resources to remote Indigenous communities'

c. 'All net proceeds to the ILF'

d. 'This is a volunteer run event raising money for the ILF'.

19. The ILF cannot undertake media relations on behalf of the Fundraiser but is happy to provide advice on producing media materials.

20. The Fundraiser agrees to being contacted for media interviews, arranged by the ILF.

21. Please notify the ILF if you plan to approach a corporate sponsor.

22. Due to the 'Federal Privacy Act (1998)' The ILF is unable to promote Fundraisers events/activities to our database.

At The Event

23. The ILF recommends that no counting of cash donations takes place at an event unless prearranged and a private, quiet room can be provided. Two people are required to be present for any counting of cash donations, both people to sign a document confirming the total counted.

24. It is recommended that no cash bills be paid at the event unless prearranged with a supplier or venue.

25. Fundraisers who expect to receive cash donations at their events should provide adequate secure containers for receiving cash such as a lockable petty cash tin or similar. ILF donation boxes are available upon request.

26. If an ILF representative is present at an event, the fundraiser remains solely responsible for all aspects of the event unless prearranged and agreed between the fundraiser and the representative of the ILF.

Financial Aspects of Your Event/Activity

The financial aspects of your Great Book Swap are entirely the responsibility of the Fundraiser.

27. The basic obligations of the 'Charitable Fundraising Act (1991)' and Regulations for Fundraisers are to keep accurate financial records (including retention of receipts and invoices).

28. The ILF cannot pay expenses incurred by you, however expenses necessary to conduct the activity/event can be deducted from income provided they are documented properly. Total expenses must be less than 40% of income.

29. Funds raised in the aid of the ILF cannot be used to make a donation to another organisation.

30. Any GST associated with the cost of the fundraising is the responsibility of the registered fundraiser.

31. The ILF can provide official receipts for donations towards a registered Great Book Swap. Tax-deductible receipts can only be issued to people donating money of $2 or more, where the donation is a gift (the donor received nothing of material value in return). Receipt booklets must be returned, whether completely or partially used, to the ILF within four weeks of the event/activity conclusion. The ILF will provide the Fundraiser with advice for issuing receipts. It is the responsibility of the Fundraiser to familiarise themselves with:

a) When a receipt can be issued, and to whom i.e. the following are not tax deductible: ticket purchases (eg raffle), entry to an event, donations of services and auction purchases;

b) The legal implications of issuing receipts;

c) The necessity of returning official receipts (used and unused) to the ILF;

d) Reconciliation of funds.

Child Protection Policy Code of Conduct

The Indigenous Literacy Foundation strongly condemns all forms of child abuse and categorically states that it is unacceptable in any circumstance. We are committed to ensuring a safe environment and culture for all children with whom we come in contact during the course of our work.

As a representative of the Indigenous Literacy Foundation, I commit to abiding by this Code of Conduct, which requires me to:

1. Be respectful of children's rights, background, culture and beliefs as set out in the UN Convention on the Rights of the Child.

2. Conduct myself in a manner consistent with my position as a positive role model to children and as a representative of the Indigenous Literacy Foundation.

3. Follow organisational policy and guidelines concerning the safety of children as outlined in The Foundation's Child Protection Policy.

4. Follow relevant local, state and national law relating to the protection of children.

5. Ensure that, in any dealing with children during the course of my work, I:

  • Do not hit, physically harm or mistreat children.
  • Refrain from any sexual act or behaviour towards children and young people, including using sexually suggestive language.
  • Make every attempt not to spend unnecessary or excessive amounts of time alone with children.
  • Refrain from inappropriate physical contact with children.
  • Avoid acting in ways that shame, humiliate, degrade or otherwise perpetrate any form of psychological harm against a child.
  • Refrain from developing relationships with children that could be deemed exploitative or abusive in any way.
  • Refrain from discriminating against, showing differential treatment or favouring particular children to the exclusion of others.

6. Respect the confidentiality of a child's personal information so that their dignity and safety is not compromised.

7. Refrain from photographing children or using their photographs in program or promotional materials without following The Foundation's 'Photo Library' policy.

8. Report any possible or actual breaches of this Code of Conduct by Foundation staff, representatives or associates to the relevant ILF Manager(s) as set out in this policy as soon as I become aware of the situation.