Moss Vale Public School

Department of Education

November 2018

Sponsorship at Moss Vale Public School

November 2018 Page | 2 Reference Number PD/2005/0295/V03

Implementation Date 01/07/2009 (last updated 21/11/2016)

Contents

Page Rationale 3

Policy statement responsibilities and delegations 3

Audience and applicability 3

Context 4

Definition of sponsorship 4

Sponsorship principles 4

Seeking sponsorship 6

Suitability of organisations 7

Consultation 7

Fair exchange of value 7

Benefits that may be offered to sponsors 7

Endorsement 9

Signage 9

Profiling a sponsor’s logo 10

Finance 10

Written agreements 11

Reporting requirements 12

Responsibilities and delegations 12

Approval of sponsorship agreements 12

Monitoring, evaluation and reporting requirements 13

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Implementation Date 01/07/2009 (last updated 21/11/2016)

Rationale

Detailing guidance for school principals, teachers and parent groups who are seeking or managing

sponsorship arrangements with external organisations.

Policy statement responsibilities and delegations

1.1

The department supports sponsorship arrangements with appropriate organisations, individuals,

business and other government agencies. Sponsorships can be used to augment funds allocated to

educational programs, but do not displace any government or other current provision on which NSW

public schools and the department depend.

1.2

Sponsorships conducted in schools should follow the same principles as for any commercial

arrangement, namely that:

the arrangement represents fair exchange between the department or school and the sponsor.

the arrangement is not inconsistent with the values, vision and goals of public education.

the arrangement supports teaching and learning.

1.3

All sponsorships must be formalised with a written agreement.

1.4

Sponsorships must not infer or involve the endorsement of products or services by the department,

employees or students.

Audience and applicability

2.1

These guidelines apply to all NSW government schools including Moss Vale Public School.

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Context

3.1 Definition of sponsorship

For the purpose of this policy, the NSW Independent Commission against Corruption’s definition (May

2006) has been adopted:

Sponsorship is a commercial arrangement in which a sponsor provides a contribution in money or in

kind to support an activity in return for specified benefits.

Sponsorship can be provided by the corporate sector or by private individuals in support of a

public sector activity or by the public sector in support of related and worthwhile private or

public sector activities.

Sponsorship does not include the selling of advertising space, joint ventures, consultancies, grants

or unconditional gifts, donations, bequests or endowments. (See: Commercial Arrangements –

School Based Activities Policy for these types of activities).

Sponsorship is not a philanthropic action. A sponsor expects to receive a reciprocal benefit beyond

a modest acknowledgement.

3.2 Sponsorship principles The following sponsorship principles should be taken into account when a school is considering entering into a sponsorship arrangement:

3.2.1

Sponsorship arrangements need to be consistent with the corporate principles, vision and goals

for NSW public education. These arrangements provide benefits for the education of students and

the support of teachers.

3.2.2

Sponsorships can be used to enhance educational programs and must not displace any

government or other current provision on which NSW public schools and the department depend.

Sponsorship revenue supports programs that are over and above the core school curriculum.

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3.2.3

Sponsorship programs and/or activities should contribute, either directly or indirectly, to

the quality of student learning.

3.2.4

Sponsorships must not compromise the professional standards and ethics of teachers, nor

limit academic debate.

3.2.5

All sponsorships must be formalised through written agreements that clearly outline the

benefits afforded the sponsor, the fee or the value-in-kind the sponsor will provide, the

duration of the sponsorship and termination conditions.

3.2.6

Sponsorships must not infer or involve the endorsement of products or services by the

department, nor its employees and students.

3.2.7

Sponsorships should be reported in accordance with DoE financial reporting procedures.

3.2.8

Sponsorships may only be negotiated with reputable organisations whose public image, products

and services are consistent with the principles, vision and goals of the department. See the

Values in NSW public schools policy.

3.2.9

Sponsor benefits should be commensurate with the level of sponsorship.

3.2.10

The Principal must ensure that the capacity exists to deliver the agreed sponsor benefits.

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3.2.11

Goods and/or services which are provided as part of a sponsorship agreement are to be valued at

the retail cost of purchase.

3.2.12

No employee of Moss Vale Public School or the department is to receive a personal benefit from

sponsorship.

3.2.13

Sponsorships should align with Department policies e.g. Nutrition in Schools Policy and Fresh

Tastes NSW Healthy School Canteen Strategy.

3.2.14

Sponsorship agreements must not expose Moss Vale Public School or the department to any

financial, legal or other risks that are disproportionate to the nature and extent of the

sponsorship.

3.2.15

Final control over the conduct of participating employees and students in sponsorship

activities must rest with Moss Vale Public School and the department.

3.2.16

It is preferable to use words like ‘School Partner’ or ‘Education Partner’ or ‘School Supporter’

instead of ‘School Sponsor’ when acknowledging organisations that support Moss Vale Public

School.

3.3 Seeking sponsorship

3.3.1

Sponsorships should be sought through an open and transparent process. The dissemination of an

“expression of interest” is one way of ensuring that the seeking of sponsors is fair and open to all

organisations.

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3.3.2

Prior to calling for “expressions of interest” or making approaches to potential sponsors Moss Vale

Public School will draw up a sponsorship proposal in which the exchanges of value at different levels

of sponsorship are stated.

3.4 Suitability of organisations Moss Vale Public School will only enter into sponsorship arrangements with reputable organisations

whose public image, products and/or services are consistent with the principles, vision and goals of the

department.

3.5 Consultation

School principals need to consult their Director, Public Schools NSW about proposed sponsorship

arrangements.

3.6 Fair Exchange of value

3.6.1 The package of benefits offered to sponsors will be in proportion to the level of contribution by the

sponsor. In setting sponsorship fees or the amount of value-in- kind to be provided by a sponsor,

schools should seek to ensure that a fair exchange of value has been achieved.

3.6.2 Officers in the department’s Sponsorship Unit are also available to offer advice on what

represents fair exchange of value in a sponsorship.

3.6.3

Sponsor acknowledgement in the form of naming rights, for example, “The Wonder Product

Sports Carnival” is not allowed.

3.7 Benefits that may be offered to sponsors

3.7.1 Use of sponsor’s logo

A school may provide profile for a sponsoring organisation by placing the sponsor’s logo on a

sign, on printed material or on the school website. The logo should always be placed in the

context of the education program to which it is making a contribution.

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3.7.2 The school may send invitations to representatives of the sponsoring organisation to attend

school functions such as concerts, dinners, sporting events, art exhibitions, dance or drama

performances or presentation nights. At these occasions a sponsor representative may be offered

the opportunity to make an appropriate address and/or to present awards.

3.7.3 Online recognition and websites Acknowledgement of the sponsor’s support for the school in the school newsletter and on the

school’s website. For example,

“Moss Vale Public School thanks ABC Corporation for its support of the school music concert. ABC’s

contribution has enabled the school to purchase a range of new instruments making it possible for

more students to participate in the school’s music program”

The placement of a sponsor’s logo on a school’s website is allowable. Accompanying words like

“School Partner” or “Supporter of (name of school program)” gives the logo placement appropriate

context. Logos may be linked to an appropriate page on a sponsor’s website.

3.7.4 Letter of appreciation

A letter of appreciation to the sponsor or a framed certificate that acknowledges the sponsor’s

contribution to student learning.

3.7.5 Editorial material or a foreword from the sponsor in publications associated with the event or

program or event. It is suggested that the school assists with the writing of the text to ensure

that it is appropriate and educationally sound.

3.7.6 Major events Acknowledgement by the school’s Principal at major events of the support given to the school’s

programs by sponsors, best referred to as ‘School Partners,’ or ‘Education Partners’ or ‘School

Supporters’ instead of ‘School Sponsors’.

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3.8 Endorsement

3.8.1

Although sponsorship arrangements may provide exposure of the sponsor’s corporate logo or

name, endorsement of the sponsor’s products or services by the department, a school principal

or employees or is not permitted. Further, sponsors are never given the right to claim

endorsement of their product or service by the department or its agents.

3.8.2

Acceptance or use of the sponsor’s product or service must not be a condition for student or

teacher participation in the sponsored activities or program.

3.8.3

The sponsorship arrangement should not place any pressure on students, parents or Moss Vale

Public School staff to purchase particular products or services or to adopt particular beliefs,

attitudes or courses of action.

3.9 Signage

3.9.1

Provision for exterior or interior sponsor signage as part of a sponsorship agreement must

conform to acceptable standards.

3.9.2

Where doubt exists as to the appropriateness of exterior sponsor signage, sponsorship

negotiations should not proceed until advice has been received from the relevant Director, Public

Schools NSW or by the department’s Sponsorship Unit.

3.9.3

Principals of schools considering granting permission for the placement of advertising signs on

school fences on other parts of a school’s premises should ensure that the signs accord with

local government requirements.

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3.10 Profiling a sponsor’s logo

3.10.1 School uniforms Sponsors’ names, trademarks, logos or symbols shall not be displayed on school uniforms

ordinarily worn by students.

3.10.2

All signs associated with a school event or activity that display sponsors’ logos must also feature

the school or the department’s logo. This applies also to printed material and website pages

associated with the event or activity. Sponsors’ logos should not be larger in area than any

department or school logo.

Refer to DoE Corporate Identity guidelines (intranet only) for more information.

3.11 Finance

3.11.1

All monies and goods or services received by schools or other areas of the department from

sponsorship activities must be treated in accordance with the policies and procedures laid

down in the Public Finance Legislation, the Treasurer’s Directions, and the department’s School

Manual on Financial Management – (intranet only).

3.11.2

Sponsor contributions can be in the form of cash paid to a school or value-in-kind, that is,

goods and/or services supplied that will defray some or all of the costs associated with the

sponsored event or program.

3.11.3

A value-in-kind arrangement ICAC notes that agencies (schools) should be careful to accept

only products or services that meet the standards set by the department or the school. The

school should ensure that the product or service being offered as value-in-kind is of the type

and quality that the department or the school would normally require.

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3.11.4

Acceptance of a product or service as a sponsorship in-kind contribution does not imply

endorsement by the department or a school. Value-in-kind sponsors need to be advised that

they do not have the right to claim that their product or service has the endorsement of the

department or a school.

3.11.5

Goods and/or services which are included in a sponsorship agreement as a value-in-kind

contribution are to be valued at the retail cost of purchase.

3.11.6

The sponsorship should not expose the to any financial, legal or other risks that are

disproportionate to the nature and extent of the sponsorship.

3.12 Written Agreements

3.12.1

Sponsorships must be the subject of formal agreements. In the case of amounts under $10,000 a

formal contract can be based on an exchange of letters or the Sponsorship Agreement pro forma

(intranet only).

3.12.2

Written agreement must be reached with the sponsor about the benefits which the department

can reasonably give in return for the value of the sponsor’s contribution.

3.12.3

The sponsorship agreement should be made for a specific period. The start and end dates of the

agreement should be included in the agreement. Termination conditions allowing either party to

withdraw from the arrangement must also be included.

3.12.4

The sponsorship agreement should clearly outline the benefits and commitments for both parties.

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3.12.5

The sponsorship agreement may include a provision for those students/teachers who do not wish to

participate in the sponsored activity.

3.12.6

Copies of agreements should be retained for audit purposes.

3.12.7

The Department’s Business Systems Directorate should be consulted about sponsorship contracts if

the value of the sponsorship is $10,000 or more.

3.12.8

Final contracts should always be checked by Business Systems Directorate.

3.13 Reporting Requirements

Standard financial and annual reporting requirements apply to sponsorship arrangements.

Responsibilities and delegations

4.1 In accordance with ICAC principle 10, all school based sponsorship arrangements should be approved by

the school’s principal or another designated senior officer. Department officers who approve sponsorship

arrangements must ensure that the principles contained in the policy and guidelines are abided by.

DoE financial delegations (intranet only) apply.

4.2 Approval of sponsorship agreements

4.2.1 School Principals: A Principal may approve a sponsorship for their school where the proposed agreement

accords with the Principal’s financial delegation. It is recommended that the Principal consult

with relevant school community bodies.

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4.2.2 Director, Public Schools: Where a group of schools in a Principal Network seeks involvement in sponsorship

arrangements as a group, the Director, Public Schools should be advised of the proposed

arrangement.

4.2.3 Sponsorship Unit: Where the commercial arrangement involves state-wide activity

Monitoring, evaluation and reporting requirements

5.1 The Department’s Sponsorship Unit will facilitate an annual review of these guidelines and report on their

implementation.

5.1.1

The Sponsorship Unit will monitor significant sponsorship arrangements for the purposes of:

noting who the department’s major sponsors are

recording the full extent of the department’s relationship with major sponsors

advising relevant Department staff of any known arrangements with organisations

they may be engaging as sponsors

ensuring that there are no unnecessary replications of sponsorship arrangements.