SayPro Human Capital Crowdfunding Management Procedure SayProP525

SayPro Human Capital Crowdfunding Management Procedure
Document Code: SayProP525
Approved By: Neftaly Malatjie, Chief Executive Officer
Last Reviewed: 03 July 2025
Next Review Date: 03 June 2026

Policy Owner: SayPro Chief Human Capital Officer SayProCHCR

1. Purpose
   The SayPro Human Capital Crowdfunding Management Procedure provides a structured, ethical, and transparent approach to launching, managing, and closing crowdfunding initiatives undertaken by SayPro Human Capital. The procedure ensures compliance with internal policies, donor expectations, and financial accountability standards.
2. Scope
   This procedure applies to:

• SayPro Human Capital (HC) Officers, Royal Directors, Deputy Chiefs, and affiliated individuals seeking or managing crowdfunding campaigns
• All crowdfunding initiatives conducted under SayPro branding, systems, or on behalf of SayPro beneficiaries
• Campaigns executed via SayPro platforms or third-party crowdfunding sites

3. Definitions

• Crowdfunding: A fundraising method that collects voluntary contributions from a large group of people, typically online, to support specific SayPro HC causes, events, or beneficiaries
• Campaign Owner: The SayPro Officer or Human Capital member responsible for initiating and managing the campaign
• Donor: An individual or entity contributing funds toward a SayPro-approved crowdfunding campaign
• Royal Director: Senior SayPro official approving and supervising campaign activities within their portfolio
• Governance & Finance Team: Units responsible for monitoring legal, compliance, and financial controls

4. Objectives

• To promote transparency and accountability in SayPro crowdfunding
• To protect the integrity of SayPro Human Capital programs and beneficiaries
• To establish ethical standards and approval controls for all campaigns
• To ensure accurate documentation and reporting of all funds raised

5. Procedure

5.1 Campaign Initiation

Step 1: Officer or Human Capital completes SayPro Crowdfunding Campaign Proposal Form (SayProF525-01)
Step 2: Proposal reviewed and approved by the relevant Royal Director
Step 3: Governance and Finance Teams review for compliance, legalities, and financial risks
Step 4: Final sign-off by the Deputy Chief or CHCO (Chief Human Capital Officer)
Step 5: Campaign is assigned an official code and registered in the SayPro Crowdfunding Register

5.2 Platform Selection

• Campaigns may be hosted on SayPro’s official fundraising portal or reputable third-party platforms (e.g., GivenGain, BackaBuddy)
• All third-party sites must be vetted and approved by the Governance and ICT Units
• Branding, imagery, and messaging must align with SayPro communication standards

5.3 Fundraising & Management

• Donations must be collected through official SayPro payment channels or approved third-party gateways
• Campaign Owners must submit weekly performance reports to their Officer and Royal Director using the SayPro Crowdfunding Monitoring Report (SayProF525-02)
• Campaign funds must not be accessed without Royal Director and Finance Team approval
• No cash donations are to be collected unless authorized and properly receipted

5.4 Communication & Promotion

• All promotional materials must be approved by SayPro Marketing or Communications Officer
• Donor updates, progress posts, and closing reports must be shared at agreed intervals
• Donor contact information must be kept confidential and stored according to SayPro data protection policies

5.5 Closure & Reporting

• Upon campaign completion, the Campaign Owner must submit a Closure Report (SayProF525-03)
• Funds raised must be transferred to the designated SayPro project account and reconciled by Finance
• SayPro must publish a public impact report within 30 days of campaign closure
• Campaign results are reviewed and archived for future audits

6. Roles and Responsibilities

SayPro Human Capital (Campaign Owners):

• Submit proposals, manage campaign activity, and provide updates

SayPro Officers:

• Guide applicants, review progress, and maintain compliance

SayPro Royal Directors:

• Approve campaigns, supervise operations, and resolve challenges

SayPro Deputy Chiefs / CHCO:

• Final campaign authorisation and policy oversight

SayPro Governance and Finance Teams:

• Review compliance, financial accountability, and legal integrity

SayPro Communications & Marketing:

• Support messaging, branding, and stakeholder engagement

7. Forms and Templates

• SayPro Crowdfunding Campaign Proposal Form (SayProF525-01)
• SayPro Crowdfunding Monitoring Report (SayProF525-02)
• SayPro Crowdfunding Closure & Impact Report (SayProF525-03)
• SayPro Donor Thank You Template (SayProF525-04)
• SayPro Crowdfunding Campaign Risk Assessment Checklist (SayProF525-05)

8. Compliance and Ethics

All SayPro crowdfunding campaigns must comply with:

• SayPro Governance and Financial Management Policies
• Local and international fundraising laws
• Data privacy regulations and ethical fundraising standards

Any misuse of funds, misrepresentation, or unauthorised crowdfunding may result in disciplinary action, criminal investigation, and blacklisting from SayPro activities.

9. Review

This procedure will be reviewed every 6 months by the Governance and Human Capital Units or sooner if needed due to regulatory changes or operational feedback.

Approved by:
Neftaly Malatjie
Chief Executive Officer
SayPro