GUIDELINES - Important legal/sponsoring guidelines for interdisciplinary projects [MAKE wiki]

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====== GUIDELINES - Important legal/sponsoring guidelines for interdisciplinary projects ======

[[#1. For who?|1. For who?]]

[[#2. Hybrid financial structure of MAKE|2. Hybrid financial structure of MAKE projects ]]

[[#3. Things to know when looking for sponsors|3. Things to know when looking for sponsors]]

[[#4. Three-party contract templates for sponsors|4. Three-party contract templates for sponsors]]

[[#5. Donation letter for sponsors|5. Donation letter for sponsors]]

[[#6. Specific to IT and software providers|6. Specific to IT and software providers]]

[[#7. Prospects forbidden to contact|7. Prospects forbidden to contact]]

[[#8. Workflow|8. Workflow]]

[[#9. Useful documents to download|8. Useful documents to download]]

==== 1. For who? ====

This page is concerning student managers and supervisors of MAKE interdisciplinary projects and provides important legal guidelines to consider when managing an interdisciplinary project funded by public money, especially when it comes to engaging with external partnerships.

The following EPFL services validated this document:
  * Student affairs (associations)
  * Financial services 
  * The Research office
  * Philanthropy


==== 2. Hybrid financial structure of MAKE projects ====
Before anything else, it is important to understand that MAKE projects have a particular financial structure. These projects are always involving an EPFL laboratory/unit but sometimes they also involve a student association. This associative structure is particularly key when the teams get bigger in order to provide the students with leadership and autonomy.

This hybrid format (academic/associative) is reflected in the financial structure of an interdisciplinary project with two different financial entities:
  - An EPFL fund - under the supervision of the supervising laboratory
  - A bank or postal account - under the supervision of the student association's committee

{{:public:admin:s5.png?direct|}}

Each of these funds can be used for different objectives:
  - The EPFL fund can be used for:
    - Pay for EPFL internal services (professional workshops, reprography etc..) 
    - Pay for consumables in the makerspaces SPOT and SKIL
    - Pay for the salary of supervisors and pedagogical related supervision
    - Receive the support of EPFL via the MAKE fund
    - Receive the support of important sponsors
  - The association's bank (or postal account) can be used for:
    - Pay for pizzas and beers (or more generally events for team building, recruitment of new students etc..)
    - Pay for communication related activities - promoting the project via a website for example or any other content used to promote the project
    - Pay for associative related matters
    - Receive the support of small sponsors (less than 5'000 CHF)


<WRAP center round important 60%>
If you try to use the association's bank account to pay for EPFL internal services (professional workshops, consumables in the makerspace etc..) you will pay an overhead (it is going to be more expensive) because associations are considered external entities. 
</WRAP>

==== 3. Things to know when looking for sponsors ====
The general rules to follow before engaging in a partnership with external institutions:
  - Please avoid contacting the [[#7. Prospects forbidden to contact| sponsors already supporting the MAKE program]] (therefore indirectly supporting your project)
  - All sponsors must be selected in compliance with the EPFL Global Ethics & Partnership (GEP) Guidelines, ensuring ethical standards, reputational integrity, and alignment with EPFL policies: {{ :public:admin:download_gep_guidelines.pdf |}}
  - Use the existing templates for sponsoring (see next chapters):
    - There are two versions of the **three-party template** depending on the sponsorship amount: 
          - Below 5 000 CHF 
          - 5 000 CHF or above (up to 250 000 CHF) 
    - In both cases, the money must be transferred to the EPFL fund
    - The **donation letter** to transfer money on the association's bank account
  - Below you will find wording prepared by the Philanthropy team to share with your sponsors, if needed, to explain the new process applicable to sponsorship contracts ≥ CHF 5,000:
          *"//**EN**: Following clarifications on EPFL’s internal procedures, tripartite sponsorship agreements for MAKE Projects (sponsor, student association, and EPFL) amounting to CHF 5,000 or more are now approved via triple signatures for the EPFL: the Vice President for Academic Affairs, the Director of Development, and the Professor supervising the project.This process applies not only to student projects but is an integral part of the School’s regulations governing all forms of sponsorship. Its purpose is to ensure greater transparency regarding EPFL’s funding sources and to guarantee the requisite due diligence in the assessment of partnerships entered into with the institution.//"
          *"//**FR**: Suite à des clarifications sur les procédures internes de l’EPFL, les contrats tripartites de patronage des projets MAKE (sponsor, association estudiantine et EPFL) d’un montant égal ou supérieur à CHF 5'000 font désormais l’objet d’une triple signature EPFL : le·la Vice-président·e académique, le·la Directeur·trice du Développement, ainsi que le·la Professeur·e encadrant le projet. Ce processus ne s’applique pas qu’aux projets d'étudiants mais fait partie du règlement de l’école pour toute forme de sponsoring. L’objectif est d’assurer une meilleure visibilité des sources de financement de l’EPFL et de garantir la diligence requise dans l’évaluation des partenariats engagés avec l’institution.//"


Important: For any amount greater than 5 000 CHF, you must use the three-party template and ensure the money is transferred to the EPFL fund. 

{{ :public:admin:images_legal_guidelines_for_make_interdisciplinary_projects_1.svg |}}

==== 4. Three-party contract templates for sponsors ====

{{ :public:admin:images_legal_guidelines_for_make_interdisciplinary_projects2.svg |}}

This template can be used to settle a partnership between the project (supervising laboratory and student association) and an external entity. It is not intended to be adapted but if modifications are necessary please contact [[make@epfl.ch|mailto:make@epfl.ch]]. Once the partnership is signed by the three parties it can be associated to the transfer demand so that the EPFL financial services can validate the transfer without any overhead or VAT.

The general rules:
  - The sponsor must be disinterested from results and Intellectual Property
  - The logo of the sponsor can be displayed on a prototype
  - The general image of the sponsor can be promoted but specific publicity for a specific product is forbidden (no active publicity)
  - Sponsors can be invited for events and meet students involved in the MAKE project 
  - This is used only to transfer money on the EPFL fund and cannot be used to transfer money on the student association's bank account.

  * [[https://epflch-my.sharepoint.com/:w:/g/personal/amina_haouala_epfl_ch/EWN7yUzkarFKuI8DVKvyzE0BLkqHAY9g7GpW6rEuIBvvNQ?e=kF9Bjo|Contrat sponsoring 3parties 0-4999CHF FR]]
  * [[https://epflch-my.sharepoint.com/:w:/g/personal/amina_haouala_epfl_ch/EU4TgwwpfQpGuSp2yoC0zIwBSqKn76GKCuxjlFbVLte-Dg?e=yjuGw0|Contrat sponsoring 3parties 5k-250kCHF FR]]
  * [[https://epflch-my.sharepoint.com/:w:/g/personal/amina_haouala_epfl_ch/EcpQevYa0YVCug5fzpyGHXkBwXMfZjXMSCgKBM9v1Hb3LQ?e=YnSYyq|Sponsoring contract 3parties 0-4999CHF EN]]
  * [[https://epflch-my.sharepoint.com/:w:/g/personal/amina_haouala_epfl_ch/EdN75N3OAcZEsyYEM80cuPMB1gqq0Muzj4g0jHBMqCMKJA?e=yQcIHd|Sponsoring contract 3parties 5k-250k CHF EN]]



==== 5. Donation letter for sponsors ====

{{ :public:admin:images_legal_guidelines_for_make_interdisciplinary_projects3.svg |}}

The donation letter can be used to settle a partnership between the project (supervising laboratory and student association) and an external entity without counterparts. Please contact [[make@epfl.ch|mailto:make@epfl.ch]] if you need advice or a review of your modifications.

The general rules:
  - The donor must be disinterested from results and Intellectual Property
  - The logo of the sponsor can be displayed on a prototype
  - The general image of the donor can be promoted but specific publicity for a specific product is forbidden (no active publicity)
  - Donors can be invited for events and meet students involved in the MAKE project 
  - The same rules apply to donation letters as to sponsorship contracts, depending on the amount of support. 
  * If it is less than 5k CHF, the money can be transferred to the association's bank account. 
  * If it is at least 5k CHF, the money has to be transferred to the project's EPFL fund. It requires a review from Philanthropy and the signatures of the Vice President of Academic Affairs, the President of Development, the professor who is your project's reference, a student representative for your project, and the donor.

The following templates are designed for support of at least 5k CHF. If the support is less than 5k CHF, you can use the same template but remove all references to the Vice President of Academic Affairs and the President of Development.

  * [[https://epflch-my.sharepoint.com/:w:/g/personal/amina_haouala_epfl_ch/IQAAuZAyfod4Tbue9uSjT1VHAXx0fo6TA44CZyi4_oBwW4w?e=N5Z7rb|Donation letter in english]]
  * [[https://epflch-my.sharepoint.com/:w:/g/personal/amina_haouala_epfl_ch/IQCg8kUi-u8_SoS9oO6gHWiXAVpNOSpKE4Cy252nc-rs3OA?e=DknXYL|Lettre de donation en français]]


<WRAP center round important 60%>
MAKE associations should be careful not to accumulate too much budget. Above a certain threshold of accumulated sponsorship, they will be obligated to register to the commercial register and the administrative load will increase dramatically. MAKE association are helping engaging students and nurturing a community primarily and should focus on that instead of administrative burden.
</WRAP>

==== 6. Specific to IT and software providers ====
For sponsoring related to software, you can use similar sponsoring templates as above but it is important to contact the Software Asset Managers (SAM) at EPFL. They will be able to help you to negotiate with software providers or potentially provide you with the software you need because EPFL might already possess a license you can use.

Email address to contact before discussing with private software providers and to include in every ongoing discussions : [[mailto:sam.dsi@epfl.ch|sam.dsi@epfl.ch]]

==== 7. Prospects forbidden to contact ====
The MAKE program already receives the support from different prospects. You can see the updated list of prospects that you should not contact [[https://make.epfl.ch/interdisciplinary|here]]. 

As of September 2024, three donations are supporting MAKE and all the interdisciplinary projects:
  - The Domaine de Vilette foundation
  - The Banzil panzer trust 
  - The Leister foundation

<WRAP center round very important 60%>
Please do not contact these prospects
</WRAP>


==== 8. Workflow ====

{{ :public:admin:workflow_philanthropy_2025.10.14.svg |}}

1. [[https://make.epfl.ch/wiki/_media/public/admin/download_gep_guidelines.pdf|EPFL GEP Guidelines]]
2. [[https://make.epfl.ch/wiki/public/admin/important_legal_guidelines_for_make_interdisciplinary_projects|MAKE sponsoring guidelines]]
3. [[https://www.epfl.ch/campus/services/ressources/signatures-electroniques/|EPFL e-sign procedure]]

==== 9. Useful documents to download ====
  * [[https://epflch-my.sharepoint.com/:w:/g/personal/amina_haouala_epfl_ch/EWN7yUzkarFKuI8DVKvyzE0BLkqHAY9g7GpW6rEuIBvvNQ?e=kF9Bjo|Contrat sponsoring 3parties 0-4999CHF FR]]
  * [[https://epflch-my.sharepoint.com/:w:/g/personal/amina_haouala_epfl_ch/EU4TgwwpfQpGuSp2yoC0zIwBSqKn76GKCuxjlFbVLte-Dg?e=yjuGw0|Contrat sponsoring 3parties 5k-250kCHF FR]]
  * [[https://epflch-my.sharepoint.com/:w:/g/personal/amina_haouala_epfl_ch/EcpQevYa0YVCug5fzpyGHXkBwXMfZjXMSCgKBM9v1Hb3LQ?e=YnSYyq|Sponsoring contract 3parties 0-4999CHF EN]]
  * [[https://epflch-my.sharepoint.com/:w:/g/personal/amina_haouala_epfl_ch/EdN75N3OAcZEsyYEM80cuPMB1gqq0Muzj4g0jHBMqCMKJA?e=yQcIHd|Sponsoring contract 3parties 5k-250k CHF EN]]
  * [[https://epflch-my.sharepoint.com/:w:/g/personal/amina_haouala_epfl_ch/IQAAuZAyfod4Tbue9uSjT1VHAXx0fo6TA44CZyi4_oBwW4w|Donation letter]]
  * [[https://epflch-my.sharepoint.com/:w:/g/personal/amina_haouala_epfl_ch/IQCg8kUi-u8_SoS9oO6gHWiXAVpNOSpKE4Cy252nc-rs3OA|Lettre de donation]]
  * Contact to include when discussing with software providers: [[mailto:sam.dsi@epfl.ch|sam.dsi@epfl.ch]]
  * {{ :public:admin:4_5._flux_financiers_entre_l_association_d_etudiant_et_le_fond_specifique_au_projet.docx |Flux financier entre compte postal associatif et fond EPFL}}