Guidelines on Acceptance of Donations

1.   The Guidelines on Acceptance of Donations consists of:

      (a) guiding principles which regulate the solicitation for and acceptance of donations to

            forestall undesirable consequences,

      (b) guidelines for University members to observe when engaging in donation-related

            activities and operating procedures which ensure that the processes involved are

            open, impartial and ethical,

      (c) approving authority for acceptance of donations, and

      (d) acknowledgement.

 

2.     Guiding principles

2.1   Donations should benefit the University and contribute to enhancing the quality of

         teaching, learning, research and overall development of the University.

2.2   Before accepting the donations, staff or departments concerned should satisfy

         themselves that the image and objectives of the donor are not incompatible with those

         of the University.

2.3   There should not be conditions attached to a donation, which may affect the University's  

         ability to carry out its functions fully and impartially.

2.4   Donations should not be accepted from individuals whose source of wealth is unknown or dubious or possibly of an illegal nature or acquired through unethical means. Nor should donations from corporations with their prime business activities associated with arms manufacturing, tobacco, alcohol and illegal gambling be accepted.

2.5   Donations from political parties or special interest groups that may have the intent to influence the opinion of the University or its staff through their donations should be avoided.

2.6  Acceptance of a donation should not in any way give or be perceived to give the donor an unfair commercial advantage over others in the same trade, industry or profession in relation to regular business dealings with the University.  

2.7  Donations should not be accepted if the University is required to provide resources that cannot be justified by their benefits in terms of their value to students, teaching and research, etc.

 

3.   Guidelines and operating procedures

3.1  Every initiative to raise donations either in the forms of money or equipment on behalf of

       an academic or other unit of the University must be initially approved by the relevant

       heads of departments/ offices who should report or seek approval for acceptance of

       donation for designated purpose(s) subject to its amount.

3.2  Every fundraising initiative should be reported to the President and Vice-Chancellor via

       the Office of the Vice-President (Development) in order to avoid repeated, simultaneous

       or uncoordinated solicitations of the same prospective donor(s).

3.3  The circumstances leading to the acceptance of donations or sponsorships should be

        open and must be fully documented.  Written agreements should be drawn up to specify

        the contribution of the donor/sponsor and the terms that the University and the

        donor/sponsor are required to observe.

3.4   Adequate documentation covering the solicitation, purposes of donations, processing 

        and approval of a donation or sponsorship should be kept to ensure accountability and transparency.

3.5   As regards donations of equipment, software or other kind of fixed assets, heads of departments/offices concerned should record such items in their inventory according to the procedures set by the Finance Office.

3.6   No staff member should demand or receive any personal benefits connected with donations. (Note: This clause should be read in conjunction with the Regulations and Guidelines on the Acceptance of Advantages- Prevention of Bribery.)

 

4. Approving authority

4.1   The Council will approve the solicitation and acceptance of donations which are  

        compatible with the guiding principles. A donation amounting to HK$10 million or above

        or a policy decision such as naming of buildings or construction of a new building requires the prior approval of the Council. 

4.2   The following officers are delegated with the authority to approve acceptance of donations of a designated amount in the name of the faculty, school, department, office, unit, centre, project or activities:

 

Amount/Value of Donation         Approval Authority

From Each Donor

- Less than HK$1 million               Vice-Presidents, Deans and Chaplain

 

- HK$1 million to                             President and Vice-Chancellor in consultation

  less than HK$10 million               with the Council Chairman

 

- Of or above HK$ 10 million        Council

 

The President and Vice-Chancellor will report to the Council on donations accepted as appropriate.

 

5.  Acknowledgement

5.1  In addition to the acknowledgement of the department/office concerned, a letter of

       appreciation will be issued by the Council to the benefactor who has made a donation of

       or above HK$ 1 million.

 

5.2  Naming in recognition of benefactions should be determined in accordance with the

        University’s current policy on naming of buildings and facilities and must have the prior

       approval of the University Council.