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 parties contract templates for sponsors|4. Three parties contract templates for sponsors]]

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

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

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

[[#8. 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


==== 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, reprographie etc..) 
    - Pay for consummables 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 associtive related matters
    - Receive the support of small sponsors (less than 7000 chf.-)


<WRAP center round important 60%>
If you try to use the association's bank account to pay for EPFL internal services (profesional workshops, consummables 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)
  - Use the existing templates for sponsoring (see next chapters)
    - The **three-parties template** for important sponsors and to transfer money on the EPFL fund
    - The **donation letter** to transfer money on the association's bank account 
  - For amount bigger than 7000 chf.- you must use the three parties template and transfer money on the EPFL fund
  - 
{{:public:admin:s2.png?direct|}}
   

==== 4. Three parties contract templates for sponsors ====

{{:public:admin:s3.png?direct|}}

This template can be used to settle a partneship 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 partneship 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 desinterested 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 
  - 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.

  *{{ :public:admin:1._contrat_de_sponsoring_3parties_.docx |Download french version}}
  *{{ :public:admin:1._sponsoring_contracts_3parties_-english.docx |Download english version}}


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

{{:public:admin:s4.png?direct|}}

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 small modifications are necessary please contact [[make@epfl.ch|mailto:make@epfl.ch]].

  - The sponsor must be desinterested 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 
  - This is used only to transfer money on the student association's bank/postal account and cannot be used to transfer money on the EPFL fund.
  - The amount of the financial support cannot be higher than 7000chf.-


<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 administrive burden.
</WRAP>


{{ :public:admin:2._lettre_type_donation.docx |Download donation letter}}

==== 6. Specific to IT and softwares providers ====
For sponsoring related to softwares, 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 negociate with software providers or potentially provide you with the software you need because EPFL might already possess a licence you can use.

Adresse mail 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. Useful documents to download ====
  - {{ :public:admin:1._contrat_de_sponsoring_3parties_.docx |Download}} french version of the three parties contract template
  - {{ :public:admin:1._sponsoring_contracts_3parties_-english.docx |Download}} english version of the three parties contract template
  - {{ :public:admin:2._lettre_type_donation.docx |The donation letter}}
  - 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}}