Is an electronic signature legally binding for this code?

Yes. Electronic signatures are legally valid under the ESIGN Act (15 U.S.C. ch. 96) and UETA in most states when intent, consent, attribution, and record retention are satisfied.

Do staff acknowledgements need notarization or witnesses?

Typically no. Notarization is uncommon for internal HR policies; use a signature and audit trail. Use notarization only if state law or specific contract terms require it.

How long must signed acknowledgements be kept?

Retain signed acknowledgements for the active employment period plus at least three years; if records involve PHI, follow HIPAA six-year retention guidance (45 CFR §164.530(j)).

What happens if an employee refuses to sign?

Document refusal, offer explanation of consequences per policy, and follow progressive HR processes; consider alternate dispute resolution if refusal is widespread.

Can the code be amended electronically?

Yes. Document version history, distribute the amended policy, and obtain fresh electronic acknowledgements to confirm acceptance of new terms.

How should errors in a signed record be corrected?

Issue a revised policy version, collect new signatures, and retain both versions with audit notes explaining the correction and effective date.

Electronic Signature
Templates
HR
HR Fundraising Code of Conduct

HR Fundraising Code of Conduct

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

HR Fundraising Code of Conduct

Personal Information

Full Legal Name Home Address Phone Email

Role (select all that apply): Employee Volunteer Contractor Board Member

Position Information

Job Title Department Reporting Manager Start Date Salary / Compensation

Employment History (most recent first)

Employer 1 — Company Employer 1 — Title

Dates Employed: From to

Employer 1 — Responsibilities Employer 1 — Reason for Leaving Employer 2 — Company Employer 2 — Title

Dates Employed: From to

Employer 2 — Responsibilities Employer 2 — Reason for Leaving

Education

Degree Institution Graduation Date

References

Reference 1 — Name Reference 1 — Phone Reference 1 — Email Reference 1 — Relationship Reference 2 — Name Reference 2 — Phone Reference 2 — Email Reference 2 — Relationship Reference 3 — Name Reference 3 — Phone Reference 3 — Email Reference 3 — Relationship

Fundraising Conduct and Policies

Purpose: This Code establishes mandatory standards of conduct for individuals engaged in solicitation, gift acceptance, stewardship and donor engagement on behalf of the organization. All personnel must act honestly, transparently, and in the best interest of the organization and its donors.

Conflicts of Interest

Personnel must disclose any financial or personal interest that could influence fundraising decisions. Offering or accepting personal benefit in connection with solicitation or stewardship is prohibited. Disclosed conflicts will be evaluated and managed in writing by the organization's designated officer.

I acknowledge my obligation to disclose conflicts and to abstain from decision-making when a conflict exists: Acknowledged

Gift Acceptance and Restrictions

Acceptance of gifts shall follow established acceptance criteria. Personnel must not unilaterally accept conditional, restricted, or unusual gifts without prior written approval from the Advancement Director or equivalent. Gifts that pose reputational risk or conflict with mission will be declined.

I will follow the gift acceptance policy and route non-routine offers for review: Acknowledged

Donor Privacy and Confidentiality

Donor records and personal information are confidential. Use and disclosure of donor data is limited to purposes authorized by the organization and governed by applicable privacy laws and internal policy. Unauthorized use, sale or disclosure of donor information is prohibited.

I agree to maintain the confidentiality of donor information and to access donor records only as needed to perform my duties: Acknowledged

Use of Funds and Stewardship

Funds must be used in accordance with donor restrictions and organizational policies. Misappropriation or diversion of funds is grounds for disciplinary action, up to and including termination and legal action.

Solicitation Practices and Representation

All solicitations must be truthful, accurately describe the intended use of funds, and comply with applicable solicitation laws. Personnel shall not make promises or guarantees to donors beyond approved programmatic commitments.

Gifts to Individuals and Personal Benefit

Under no circumstances shall personnel divert charitable funds for personal use or accept gifts intended to influence financial decisions that benefit the individual. All honoraria, payments, or gifts offered to staff or volunteers must be reported and approved consistent with policy.

Reporting Violations and Whistleblower Protection

Suspected violations of this Code must be reported promptly to the employee's manager, Human Resources, or through established confidential reporting channels. Retaliation against individuals who report in good faith is strictly prohibited and will result in corrective action.

Training and Compliance

Personnel engaged in fundraising must complete required training on ethical fundraising, gift acceptance, and data privacy. Continued eligibility to solicit is contingent on completion of prescribed training and compliance reviews.

I confirm that I will complete required fundraising training within the timeframes set by the organization: Acknowledged

Disciplinary Measures

Violations of this Code may result in remedial action, suspension of fundraising privileges, restitution, termination of employment or volunteer status, and referral for civil or criminal prosecution where appropriate.

Legal Disclosures

At-Will Employment: Employment with the organization is at-will unless a written agreement states otherwise. Nothing in this Code alters the at-will relationship.

Equal Opportunity: The organization provides equal employment opportunity without regard to protected characteristics. All personnel are expected to abide by this principle in fundraising and donor relations.

Authorization and Background Check

By signing below, I authorize the organization to contact my previous employers, references, and other relevant sources to verify information and to conduct background checks where permitted by law. I understand that background information may include verification of employment, criminal history, and other public records as allowed by law.

I authorize contact and background checks as described above

Applicant Certification and Acknowledgment

I certify that all information provided on this form is true and complete to the best of my knowledge. I understand that omission or misstatement of material facts may result in disciplinary action, including termination. I have read, understand, and agree to comply with this Fundraising Code of Conduct, including policies on conflicts of interest, gift acceptance, donor confidentiality, and reporting requirements.

Additional Disclosures / Comments

I hereby certify and acknowledge the foregoing.

Printed Name:

Signature:

Date:

Title / Relationship to Organization:

Supervisor Acknowledgment (printed name / signature):

What the HR Fundraising Code of Conduct Is

The HR Fundraising Code of Conduct is an internal policy document that sets standards for employee and volunteer fundraising activities, including solicitation, donor interactions, conflict-of-interest disclosures, and use of organizational resources. It clarifies acceptable behaviors, reporting channels for potential violations, and the responsibilities of HR, development, and compliance teams in overseeing fundraising practices. The code supports consistent, lawful fundraising aligned with organizational values and applicable U.S. laws governing donations, privacy, and employment.

Why a Formal Code Matters for HR and Fundraising

A written code reduces legal and reputational risk by defining boundaries, documenting consent and disclosures, and standardizing approvals.

Who Typically Prepares and Uses This Code

Regular reviews ensure the code remains consistent with federal laws (ESIGN, UETA, HIPAA where applicable), state requirements, and organizational risk tolerance.

HR leadership and employee relations teams responsible for policy enforcement and training.
Development and fundraising directors who set solicitation practices and donor engagement rules.
Compliance and legal advisors who review disclosure language and privacy safeguards.

Step-by-step: Creating or Updating Your Code

Follow a clear sequence to draft, review, approve, and distribute the code so responsibilities and timelines are documented.

01

Draft: Assemble stakeholders and prepare an initial draft capturing policies and reporting channels.
02

Review: Legal and compliance review for statutory and privacy requirements.
03

Approve: Obtain executive or board sign-off and document the approval date.
04

Distribute: Publish to staff, require acknowledgement, and schedule training sessions.

How to Configure an Online Policy Approval Workflow

Set up a simple routing workflow so the document is reviewed, approved, signed, and archived with minimal manual steps.

Field	Configuration
Reviewer Roles	Legal \| HR \| Development
Approval Order	Sequential or parallel per policy size
Signer Authentication	Email + SMS code or SSO
Archival Location	Secure records repository (access controlled)

Digital Signing and Distribution Requirements

Ensure the platform supports audit logs, role-based access, and storage controls that align with your retention and privacy policies.

Integrations: Salesforce, NetSuite, Microsoft 365
File Formats: PDF, DOCX, HTML
Authentication: Email link, SMS code, SSO

Where to Send and How Records Flow

Document the typical path from draft to signed record so responsibility and storage locations are clear.

Drafting: Internal team prepares policy draft and supporting exhibits.
Review & Approval: Legal and HR reviewers add comments and approve edits.
Signature Collection: Authorized signers execute electronically; audit trail captured.
Storage: Final signed copy stored in secure records repository.

Core Components to Include in the Code

A robust HR Fundraising Code of Conduct contains clear policy language, practical guidance, and enforcement mechanisms tailored to fundraising activities.

Purpose

State the policy objective, its alignment with organizational values, and the reasoning behind restrictions on solicitation and donor handling.

Scope

Specify which staff, volunteers, and external partners are covered, and whether the policy applies to remote or in-person fundraising.

Acceptable Practices

Define permissible solicitation methods, donor stewardship standards, and required disclosures for donor communications.

Conflict of Interest

Require timely disclosure of personal or financial interests and outline approval procedures and mitigation steps.

Reporting & Investigation

Detail reporting channels, confidentiality protections, investigation timelines, and potential disciplinary actions.

Training & Monitoring

Describe required training cadence, recordkeeping for completion, and audit processes for compliance monitoring.

Security and Compliance Considerations for Policy Records

Encryption: TLS 1.2/1.3 in transit; AES-256 at rest

Audit Trail: Timestamps, IP, and action history

HIPAA: BAA required for PHI-related records

Data Privacy: GDPR and CCPA controls available

Access Controls: Role-based permissions and SSO

Standards: SOC 2 Type II and ISO 27001

Risks and Penalties from Poorly Managed Codes

Regulatory Fines: Potential agency penalties for privacy or tax noncompliance

Reputational Harm: Donor trust and public confidence erosion

Internal Liability: Employee disputes or wrongful termination claims

Financial Loss: Misapplied donations or duplicate fund allocation

Contract Risk: Violations in third-party fundraising agreements

Operational Disruption: Resource diversion for investigations and remediation

Common Preparation Mistakes to Avoid

Using vague language about conflicts of interest that leaves decision-making to informal judgment instead of a documented process and timeline.
Failing to define scope clearly so contractors or volunteer fundraisers are not covered, creating inconsistent enforcement across teams and regions.
Neglecting donor privacy rules and consent language when collecting personal data during solicitations or events, increasing regulatory exposure.
Not retaining signed acknowledgements or training records, making it difficult to demonstrate compliance during audits or disputes.

eSignature Pricing Snapshot for HR Fundraising Documents

Compare core pricing and compliance features across common eSignature providers when selecting a platform for policy distribution and signature collection.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free Trial	7-day free trial	Varies	Varies	Varies	Varies
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No
Envelope Cap	No cap	100 envelopes/user/year	Varies	Varies	Varies

Real-world Examples of Policy Use

Organizations use HR fundraising codes to streamline approvals, protect donors, and document training and acknowledgements.

Optica Ventures (COO)

The interface is simple and easy-to-use for our team; more importantly, it is just as easy for our customers.

Policy routing ensured approvals were traceable and audit-ready.
Optica consolidated acknowledgements and training records, reducing manual follow-up and improving documentation for audits.

Martin Properties (Founder)

I can process and execute all of these documents online with 100% compliance and built-in security.

Electronic signatures removed delays from remote staff.
Martin Properties reported faster acknowledgement collection and clearer records linking training completion to signed policy versions.

Frequently Asked Questions

Answers to common questions about enforceability, signatures, storage, and corrections for the HR Fundraising Code of Conduct.

Need help? Contact support

Is an electronic signature legally binding for this code?
Yes. Electronic signatures are legally valid under the ESIGN Act (15 U.S.C. ch. 96) and UETA in most states when intent, consent, attribution, and record retention are satisfied.
Do staff acknowledgements need notarization or witnesses?
Typically no. Notarization is uncommon for internal HR policies; use a signature and audit trail. Use notarization only if state law or specific contract terms require it.
How long must signed acknowledgements be kept?
Retain signed acknowledgements for the active employment period plus at least three years; if records involve PHI, follow HIPAA six-year retention guidance (45 CFR §164.530(j)).
What happens if an employee refuses to sign?
Document refusal, offer explanation of consequences per policy, and follow progressive HR processes; consider alternate dispute resolution if refusal is widespread.
Can the code be amended electronically?
Yes. Document version history, distribute the amended policy, and obtain fresh electronic acknowledgements to confirm acceptance of new terms.
How should errors in a signed record be corrected?
Issue a revised policy version, collect new signatures, and retain both versions with audit notes explaining the correction and effective date.

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