Organization: Any For-Profit Or Not-For-Profit Entity

SPONSORSHIP POLICY

APRIL 2013

SCOPE

The Canadian Federation of Medical Students (CFMS) shall apply the following standards in the assessment of commercial sponsorship proposals and in the determination for acceptance or rejection of such commercial sponsorship proposals.

The following guidelines have been developed to serve as a resource tool in helping determine what type of industry sponsorships are appropriate. They are not intended to prohibit or dissuade appropriate interactions, which have the potential to benefit both the CFMS and its members.

DEFINITIONS

Organization: Any for-profit or not-for-profit entity.

Sponsorship: Provision of financial or other resources by an organization in exchange for advertisement or promotional activities by the CFMS.

1. CORE PRINCIPLES

1.1. Without exception, all sponsorship agreements shall be consistent with and support the Mission and Vision of the CFMS.

1.2. CFMS is to obtain sponsorship while maintaining the integrity and credibility of the CFMS and its members.

1.3. CFMS would like to obtain Sponsorship while maintaining focus on the advancement of the health of Canadians, which includes the opportunity for the CFMS to provide resources, training, and support for the betterment of its individual members.

2. ELIGIBILITY

2.1 CFMS will not accept sponsorship from organizations involved in the development, manufacturing, promotion, or distribution of products, services or activities which are inconsistent with the advancement of the health of Canadians:

.i This includes, but is not limited to, organizations operating within the following industries: tobacco products, alcoholic beverages, gambling, pornography, and weapons

.ii This includes, but is not limited to, organizations that engage in activities which have been shown to directly have a negative impact on physical, mental, or social well-being.

.iii Final decisions about the eligibility of an organization will be made by the CFMS Sponsorship Review Committee as outlined in the Sponsorship Review Process guidelines (Section 4).

2.2 CFMS will not accept sponsorships from pharmaceutical, and medical device companies.

2.3 CFMS will not accept sponsorships from political parties as CFMS is a non-partisan organization.

2.4 CFMS will not accept sponsorships that it considers in fact or by perception to adversely influence CFMS or the present or future roles and responsibilities of its individual members as medical students and physicians.

2.5 CFMS will not enter into sponsorships, which involve commitments that are in conflict with other CFMS sponsorships or CFMS commitments without full transparency and the consent of all involved parties.

3. CONTRACTUAL CONSIDERATIONS IN SPONSORSHIP AGREEMENTS

3.1 All funds from a commercial source must be provided without restrictions and payable to CFMS.

3.2 CFMS will retain control over the commercial use of CFMS intellectual property.

3.3 Bursaries or other special grants to permit CFMS individual members to attend educational events shall be subject to CFMS having sole authority for determination of the recipients and dispensing of any such bursaries or grants.

3.4. All sponsorships will allow for termination on reasonable commercial terms such that the integrity, credibility, and financial viability of the CFMS and its members are not jeopardized (e.g. significant termination fees); grounds for termination includes, but is not limited to:

.ii A material change in the Mission and Vision of the CFMS such that it is no longer compatible with the present sponsorship agreement.

.ii A material change in the business operations of the organization such that it is no longer compatible with the present sponsorship agreement.

.iii A material change in the relationship between the organization and the CFMS such that there is violation of the principles outlined in Sponsorship Policy.

3.5 CFMS will respect and adhere to all privacy laws and the confidentiality entrusted to CFMS by its members as well as respect the CMA privacy policy and principles.

3.6 Advertisements and promotional activities engaged in on behalf of the sponsoring organization, as a part of the sponsorship agreement, must be factually accurate, must not be misleading, must be in good taste, and adhere to all relevant standards applicable under Canadian Laws, including but not limited to:

.i Advertisements and promotional materials must adhere to human rights legislation and not discriminate on any prohibited grounds.

.iii Advertisements and promotional materials must meet the appropriate standards for advertising of that product or service under all applicable Canadian Laws (for example, advertising for food and beverages must comply with the Food and Drugs Act Regulations).

4. SPONSORSHIP REVIEW PROCESS

4.1. A decision to approve a sponsorship will require:

.i A unanimous decision by the Sponsorship Review Committee, composed of: VP Services, VP Finance, and President.

.ii Decisions will be effective at such time as may be determined by the Sponsorship Review Committee with the proviso that the Committee will provide a report to the General Assembly at each CFMS general meeting for all longitudinal sponsorships accepted and exceeding one year in duration.

.iii When a unanimous decision cannot be reached by the Sponsorship Review Committee or if the Committee desires further guidance, the decision will be reviewed and voted on by the Executive.

SOURCE DOCUMENTS

CMA – Advertising & Sponsorship Policies

CMA – Guidelines for Physicians in Interactions with Industry

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