CCAP

Any individual, club or society wishing to collect money for charity on campus must liaise with the Charity Collections Assistance Panel.

The Charity Collections Assistance Panel (CCAP) is in existence to provide advice and resources (buckets, money-boxes, an overnight safe, temporary bank accounts to store money in whilst a cheque is being raised etc) to help students and staff with charity collections, and will ensure that all the collections on campus are carried out according to the legal requirements.

This allows the Union to make sure that everyone follows the legal requirements for charity collections and publicity, and it also gives the Students’ Union a better idea of just how much money is raised for charity by our students! If you have any queries or questions please email charity@warwicksu.com.

Notes:

• Top Banana is the only evening Union event at which you are allowed to collect money.
• Societies and clubs can also collect money at their own events.
• You must not continue with your collection unless you have done the process listed here - you might end up collecting illegally!

Guidelines for Charity Collections

1. Think about when is the best time to do a collection or event – is there a National day dedicated to the charity? Is there a National Awareness week with which a charity collection would coincide well?
2. Contact the charity to check that they are happy with the planned collection. They may be able to help you with t-shirts and promotional material. You should have an understanding of what you are collecting for and what the charity actually does – if you are able to inform individuals of how their donations will be used, this will have a positive impact on how much you are able to collect.
3. Submit a Charity Collections form (see below) to charity@warwicksu.com at least two weeks before the event to inform CCAP of your collection. This isn't just bureaucracy, this is so that if there are any problems with your plans, they can be ironed out before you'd like to collect. Someone will be in touch with you as soon as possible to make any necessary arrangements. If resources (e.g. collecting buckets) are needed, you must liaise with the CCAP coordinator and arrange a time and meeting place to collect them.
4. Read the Charity Collections Regulations (see below) carefully, taking particular notice of part 3. This contains important legal information surrounding collections and publicity. You, as the organiser of the event, are responsible for making sure that these are adhered to. This ties into...
5. Ensure that the collection and publicity follows legal requirements. When collecting money, you must ensure that:
   • All buckets, money boxes and tickets are labeled clearly with the charity name and registered charity number
   • All buckets are sealed in accordance with CCAP procedure
   • The aforementioned legal, publicity-related and Union requirements are carried out, as outlined in the Charity Collections Regulations
6. Follow the correct procedures for depositing the money:
   • If you finish collecting and counting the money on a Weekday before 4pm (3pm on a Friday), deposit the money into the assigned account in the Finance Office.
   • If you finish collecting between 4pm and 9pm (Weekdays) or before 9pm (Weekends), liaise with CCAP to have the money stored in a safe until it can be collected to be counted and deposited into the bank account with the Finance Office
   • If you finish collecting at the end of an event, bring the money to the Cloakroom, where the Cloakroom Coordinator will put it in a safe until the next morning. Someone from CCAP will get it to you the next day so you can count it and deposit into the relevant bank account with the Finance Office
   • You must not carry large amounts of money home with you – you are vulnerable and personally liable if anything happens to it. It is in your interests to keep money within the Union
7. After the collection, inform CCAP of how much money was raised so it can go on into the database and can be used to publicise both your club/society and the Students’ Union.

Other Important Things

• If you’re conducting a Top Banana collection, then there are no provisions set up for you to get into the event free. If you would like to pursue this avenue (i.e. ask for free entry), contact Rob Chamberlain from the Ents Department at Rob.Chamberlain@warwicksu.com. Please bear in mind that free entry is NOT guaranteed!
• The Regulations - take particular care when reading the legal requirements surrounding collection and publicity (part 3).
• The Registration Form for charity collections, which you need to send to the CCAP coordinator (charity@warwicksu.com).

And last, but still very important:

Any student, club or society who does not go through the panel may be subject to the Students’ Union disciplinary procedure.

Non-students wanting to collect on campus

In the Union

If you want to collect in the Union building, then first contact a sabbatical officer to get your collection OKed, and then follow the same procedure as above.

Outside on Campus

Any collections need to be OKed by Suzanne Matthews in Security Services – contact her by e-mailing Suzanne.Matthews@warwick.ac.uk.