The document should be completed electronically using Microsoft Word (or a compatible platform). All required fields are formatted as cells and can be customized to meet the needs of the applying institution. For organizational purposes, be aware that this document has headers, with information that can be expanded or minimized.

When applying for Silver status, a campus must show they meet the Baseline requirements within this application, and when applying for Gold status, they must show they meet the Silver and Baseline requirements.

Completed application forms with supporting documentation should be submitted via email to action@fairtrade.ca, info@cftn.ca and info@assoquebecequitable.org

Online resources to help you complete this application:- Definition Database - Purchasing Policy Guide – Fair Trade Town and Campus

o Includes information on Ethical Procurement Policeso Sample policies for meetings, events and lunchrooms

- Fair Trade Survey Questions & Outreach- Tips can be found throughout the application in page footers

Silver and Gold Application Form

Application Form

Campus contact information

Name of InstitutionDate of submissionPreferred date of declaration*Fair Trade Committee Lead(s)

name phone email

Applying for Silver or Gold status:

Number of students:

* Please wait for a decision on your application before moving forward with announcement planning. Our Fair Trade Programs Committee strives to have applications reviewed and a decision made within 30 days.

Campus commitment to fair tradeWrite a short story that describes how, why, and since when your campus has been involved in fair trade. (250 words)

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1. Fair Trade Campus Steering CommitteeA Fair Trade Campus Steering Committee must be formed to ensure a cross-section of stakeholders are involved in the designation process and commitment to the local Fair Trade Campus program continues following designation. It is important that the Steering Committee meets regularly to continue the ongoing development and support of fair trade on campus.

The Fair Trade Campus Steering Committee must commit to the following requirements:

Baseline Overview: establish and maintain a balanced membership of volunteers and administrative representatives meet a minimum of twice per year to monitor continued compliance with Fair Trade Campus requirements,

discuss annual goals and assess progress demonstrate an effort to increase the number and type of Fairtrade certified products available on campus

beyond minimum requirements encourage independent businesses, departments, and societies on campus to meet Fair Trade Campus criteria submit a completed annual renewal form to the CFTN or AQCÉ by July 1 that includes targets for the upcoming

year and a progress assessment for the previous year

Silver Status Overview: complete all Baseline Steering Committee requirements report on fair trade purchasing data within the annual renewal form write or revise the campuses ethical purchasing policy to exclusively mention the purchase of fair trade products

certified by Fairtrade International and the Small Producer Symbol (SPP) discuss the sourcing and selling of fair trade products with all independent businesses and franchises on

campus Must complete 2/3 of the following Silver Steering Committee requirements:

establish a “Fair Trade Meeting Policy” within campus meeting/event/conference or catering services to include the exclusive use of Fairtrade certified coffee, tea, and one (1) sugar option within meetings organized by administration, student, staff, and faculty

establish a “Fair Trade Event Policy” within campus meeting/event/conference or catering services to include the use of Fairtrade certified coffee (exclusive), tea, and one (1) sugar option at administration, student, staff, and faculty organized on-campus events

ensure representation from at least one (1) Steering Committee member at the National Fair Trade Conference

Gold Status Overview: complete all Baseline and Silver Steering Committee requirements establish a “Fair Trade Lunchroom Policy” to include the exclusive use of Fairtrade certified coffee, tea, and sugar

in all individual department lunchrooms, offices, and/or lounges that offer these products to its users (i.e. under the control of campus administration, staff, and faculty)

ensure at least one (1) Steering Committee member presents in a session at the National Fair Trade Conference Integrate fair trade procurement and/or Fair Trade Campus standards into Request for Proposals (RFP)

requirements when the university goes to market for goods and services

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To achieve Baseline, Silver and Gold Fair Trade Campus designations, the campus administration must agree to ongoing commitments in increasing the awareness and availability of Fairtrade certified products on campus. Please include a signed copy of the Administration Contract and 1-year Plan with your application. Please include a list of all Fair Trade Steering Committee members with contact details, committee roles, and their affiliations.1

Name Committee role Email Affiliation2

Baseline requirements

Which member will be responsible for completing and submitting the Annual Renewal Form:

Name Email Phone

How often does the committee meet?

Describe the committee’s main activities.

Silver Requirements

Renewal Form – Purchasing Data

Have you had a discussion with required Silver Campus food locations3 in regards to the monitoring and collection of fair trade purchasing data?4 Please include a list of individuals you reached out to about monitoring and data collection.

1 Committee representation needed for Baseline, Silver and Gold Fair Trade Campus Statuses can be found within requirement summaries 2 Affiliation meaning which campus service, department, faculty or student club they represent 3 See “required locations” within Silver Campus Availability requirements4 You will need to include this data in your Silver & Gold Fair Trade Campus Renewal Form, available online and due annually on July 1st. We recommend you fill out the form throughout the year.

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Name Location Contact

Ethical Procurement Policy

Please cite how fair trade is included within your campuses Ethical Procurement Policy as a specific guiding principle for campus procurement practices.5

Provide the link to your campuses Ethical Procurement Policy or attach a copy of the policy to your application.

Independent Business and Franchise Engagement

Provide a list of all independent businesses and franchises on your campus and explain how you engaged them in a conversation on the sourcing and selling of fair trade products. If the location already offers fair trade products, please mention if you engaged them on further commitments.6

Location Contact Engagement Date

Must complete 2/3 of the following Silver Requirements:

1. Fair Trade Meeting Policy7

Please cite a Catering/Event/Hospitality policy that ensures coffee, tea and sugar ordered for meetings by campus administration, staff, faculty, and students is fair trade certified.8

5 See our Purchasing Policy Guide for Ethical Procurement Policy examples and strategies for integration. 6 I.e. sourcing additional products, showcasing the fair trade products they offer, educating their consumers on fair trade, educating their employees on fair trade etc. 7 See our Purchasing Policy Guide for Fair Trade Meeting Policy examples and strategies for integration.8 “Fair trade certified” in the context of the Campus Program relates to products certified by Fairtrade International, Small Producers Symbol, World Fair Trade Organization and Fair Trade Federation.

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Provide the link to your “Fair Trade Meeting Policy” cited above or attach a copy of the policy to your application.

Please elaborate on how the above policy will be maintained and enforced.

2. Fair Trade Event Policy

Please cite a Catering/Event/Hospitality policy that ensures fair trade certified coffee (exclusive), tea and one (1) sugar option are used at campus events organized by administration, staff, faculty and students.9

Provide the link to your “Fair Trade Event Policy” cited above or attach a copy of the policy to your application.

Please elaborate on how the above policy will be maintained and enforced.

3. National Fair Trade Conference Attendance

At least one (1) of your Steering Committee members needs to attend the CFTN’s Annual National Fair Trade Conference that generally takes place in March. Please provide the name(s) of the Steering Committee member(s) that will be attending the next National Fair Trade Conference.10

Name Committee role Email Notes

9 Exclusive fair trade coffee means that events cannot serve or feature non-fair trade coffee (this extends to in-kind donations from companies). See our Purchasing Policy Guide for Fair Trade Event Policy examples and strategies for integration. 10 Fill out this section to the best of your knowledge, it’s alright if plans change and different representation ends up attending the conference

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Gold Requirements

Fair Trade and Request for Proposal (RFP) Procedures

Work with your procurement team to integrate fair trade and/or Gold Fair Trade Campus standards into your RFP procedures when your campus goes to market for goods and services.

Please elaborate on how fair trade and/or Gold Fair Trade Campus standards have been integrated into RFP procedures.

Please elaborate on how these standards will be maintained and enforced.

Fair Trade Lunchroom Policy

Please cite a campus policy that ensures all coffee, tea and sugar offered in department lunchrooms, offices, and/or lounges (run by campus administration, staff or faculty) is fair trade certified.

Provide the link to your “Fair Trade Lunchroom Policy” cited above or attach a copy of the policy to your application.

Please elaborate on how the above policy will be maintained and enforced.

National Fair Trade Conference Attendance & Session Delivery

At least one (1) of your Steering Committee members needs to present in a session at the CFTN’s Annual National Fair Trade Conference that takes place in March. Please provide the name(s) of the Steering Committee member(s) that will be attending or presenting at the next National Fair Trade Conference.

Name Committee role Email Session

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2. Product AvailabilityBringing fair trade products onto campus increases the visibility of the Fairtrade mark and draws attention to the fair trade movement as a whole, which directly empowers farmers and producers in the global south. Increasing the availability of fair trade products on campus is an easy way to educate and engage students, staff and faculty about the importance of fair trade.

The Steering Committee must ensure that all required food service11 locations offer a range of fair trade certified products.12

The following fair trade products need to be available on campus:

Baseline Overview: All coffee served on campus at required locations must be Fairtrade certified At least three (3) Fairtrade certified teas must be available wherever tea is served At least one (1) Fairtrade certified chocolate bar must be available at every location selling chocolate bars All coffee and tea served at campus meetings, events, and offices run by campus administration or student

unions must be Fairtrade certified

Silver Status Overview: Complete all Baseline Product Availability requirements All tea served on campus at required locations must be Fairtrade certified At least three (3) Fairtrade certified chocolate bars must be available at required locations selling chocolate bars

and campus bookstores. At least one (1) Fairtrade certified sugar option must be available at required locations (wherever coffee and tea

is served) At least one (1) Fairtrade certified fruit or vegetable option must be available at required locations At least one (1) Independent business or Franchise operating on campus must offer at least one (1) Fairtrade

certified productMust complete 2/4 of the following Silver Steering Commitee requirements:

All coffee, tea and a sugar option served at campus meetings run by administration, students, staff, and faculty must be Fairtrade certified

Fairtrade certified coffee (exclusive), tea, and one (1) sugar option must be used at events organized by campus administration, students, staff, and faculty

All coffee, tea and a sugar in lunchrooms, offices and/or lounges under the control of campus- or student-run food services must be Fairtrade certified

At least three (3) different products certified by Fairtrade International or members of Fair Trade Federation and World Fair Trade Organization (relating to handmade items) must be available at campus bookstores

Gold Status Overview: All Baseline and Silver requirements At least five (5) Fairtrade certified chocolate bars must be available at required locations selling chocolate bars

and campus bookstores

11 Required food service locations for Baseline, Silver, and Gold Fair Trade Campus Statuses can be found within requirement summaries.12 “Fair trade certified” in the context of the Campus Program relates to products certified by Fairtrade International, Small Producers Symbol (SPP), World Fair Trade Organization and Fair Trade Federation. Fairtrade certified products must make up over 50% of a product category, i.e. If there is Fairtrade certified and SPP coffee on campus, 50% of that coffee must be certified by Fairtrade International to meet the requirement.

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At least two (2) Fairtrade certified fruit or vegetable options must be available at required locations At least one (1) Fairtrade certified cotton option must be available at campus bookstores All Independent businesses and Franchises operating on campus need to offer at least (1) Fairtrade certified

productMust complete 4/8 of the following Gold requirements:

At least five (5) different products certified by Fairtrade International or members of Fair Trade Federation and World Fair Trade Organization (relating to handmade items) must be available at campus bookstores

All coffee, tea, and sugar in individual department lunchrooms, offices, and/or lounges not under the control of campus- or student-run food services must be Fairtrade certified

Fairtrade flowers must be available for purchase during annual graduation ceremonies Campus branded gift chocolate must be Fairtrade certified One (1) Fairtrade gold grad ring option must be available within campus graduation and alumni mementos Fairtrade spices must be integrated within campus and student food and drink offerings At least one (1) Fairtrade certified wine must be offered at one (1) annual campus event or dining location Fairtrade sports balls and/or sports equipment must be integrated into campus athletic programs and services.

To achieve Baseline, Silver, and Gold Fair Trade Campus designations, please attach a completed version of the Silver/Gold Product Availability Template found at cftn.ca/fair-trade-campus-resources

Baseline Requirements:

Fairtrade Coffee & Tea - Campus Meetings, Events, and Offices – Admin & Student Union

All coffee and tea served at campus meetings, events, and offices run by campus administration or student unions must be Fairtrade certified. Please explain how you ensure this requirement is met and maintained.

Please share examples of meetings, events or offices that offer fair trade products, please list them in the table below.

Meeting/event/office Product offered Brands offered

Must complete 2/4 of the following Silver Requirements:

1. Fairtrade Coffee, Tea & Sugar – Campus Meetings – Admin, Students, Staff, & Faculty

From the optional Silver requirements in the Fair Trade Steering Committee section, did you choose to create a Fair Trade Meeting Policy for Fairtrade coffee, tea, and sugar?

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Does Conference/Event/Hospitality Services offer exclusive Fairtrade coffee and tea, along with one sugar option? Are product details included within your attached product availability spreadsheet?

Are there other ways, other than through Conference/Event/Hospitality Services, that admin, students, staff, and faculty can order food and beverages for meetings on campus? If yes, please elaborate on these alternatives and the products they offer.13

Please provide links to meeting food/beverage request forms for each catering service listed above or attach a copy of the forms to your application. If there are no forms, please explain the process.

2. Fairtrade Coffee, Tea & Sugar – Campus Events – Admin, Students, Staff, & Faculty

From the optional Silver requirements in the Fair Trade Steering Committee section, did you choose to create a Fair Trade Event Policy for Fairtrade coffee, tea, and sugar?

Does Conference/Event/Hospitality Services offer exclusive Fairtrade coffee and tea, along with one sugar option? Are product details included within your attached product availability spreadsheet?

Are there other ways (other than through Conference/Event/Hospitality Services) that admin, students, staff, and faculty can order food and beverages for events on campus? If yes, please elaborate on these alternatives and the products they offer.

Please provide links to event food/beverage request forms for each catering service listed above or attach a copy of the forms to your application. If there are no forms, please explain the ordering process.

13 We understand that you can’t control which food and drinks are served at all meetings on campus, but please list other ways (besides through dining services) admin, students, staff and faculty meetings can be “catered” (i.e. campus restaurants, student union services, off-site catering, etc.)

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3. Fairtrade Coffee, Tea and Sugar – Campus and Student Food Services LunchroomsPlease list all campus and student food service lunchrooms/offices that have coffee, tea or sugar available14.

Department Lunchroom or Lounge?

Beverages offered?

Product Brand Details

Campus Food ServicesCatering and Event ServicesStudent UnionAncillary Services

4. Product Availability within Campus Bookstores

Please elaborate on fair trade product availability within your campus bookstores in the Silver/Gold Product Availability Template found at cftn.ca/fair-trade-campus-resources.

Must complete 4/8 of the following Gold Requirements:

1. Fairtrade Coffee, Tea, and Sugar – Individual Lunchroom/Offices

Please explain how you can confirm all coffee, tea, and sugar within individual department lunchrooms, offices, and/or lounges not under the control of campus or student-run food services is Fairtrade certified.

Have you integrated fair trade products into your campuses preferred suppliers for lunchroom procurement or other lunchroom recommendations/policies?

2. Product Availability within Campus Bookstores

Please elaborate on fair trade product availability within your campus bookstores in the Silver/Gold Product Availability Template found at cftn.ca/fair-trade-campus-resources.

3. Fairtrade Flowers – Graduation Ceremonies

14 Lunchrooms/lounges of campus and student dining services refers to dining services, student union services, meetings, catering and event services, along with and ancillary services.

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Please list all Fairtrade certified flowers available for purchase at annual graduation ceremonies.

Graduation Ceremony Date Flower Type and Quantity Brand/Details

4. Fairtrade Gold Grad Ring – Graduation Ceremonies & Alumni

Please list all Fairtrade grad rings available within graduation ceremonies and alumni mementos.

Product Brand /Details URL

5. Fairtrade Campus Gift Chocolate

If there is campus branded gift chocolate offered, please elaborate on which company this chocolate is purchased from and all locations selling the chocolate.

Product Brand/Details Vending Location

6. Fairtrade Spices

Elaborate on how Fairtrade spices have been integrated into campus dining and student union food and drink offerings.

Spice Brand/Details Dining Location Specific Use

7. Fairtrade Wine

Elaborate on at least one Fairtrade wine offered at one (1) annual campus event or dining location. The wine brand/type can change from year to year.

Event/Location Date of Event Fairtrade Wine Brand Type

8. Fairtrade Sports Balls/Equipment

Explain how Fairtrade sports balls and/or sports equipment has been integrated into campus athletic programs and services.

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Please list all Fairtrade sports equipment offered on campus

Product Brand/Details

3. Visibility and Education

While offering Fairtrade certified products is a crucial step in campus designation, it’s important to communicate about fair trade issues and the availability of Fairtrade certified products.

Signs and ancillary materials should indicate the availability of Fairtrade certified products and provide information on fair trade.

Events should be held in visible, high-traffic locations and should prioritize visibility, engagement, and participation.

The following communications need to be on campus, unless specified as optional:

Baseline Overview: All locations selling Fairtrade certified products must have prominent signage indicating such. All locations selling Fairtrade certified products must have ancillary information about fair trade. A page on the university/college website must explicitly indicate the university/college is a Fair Trade Campus

and provide information about fair trade. Campus administration must participate (at least) annually in a public celebration of its Fair Trade Campus

status.

Silver Status Overview: Post-designation signage materials must be used at all food locations. These materials include Fair Trade Campus

logos, posters, banners, or campus specific promotional materials Ensure there is a student sustainability club that works to increase the awareness of fair trade on campus. A club

representative must sit on the Steering Committee for support with student visibility and engagement activities A page on the university/college and student union websites must explicitly indicate the university/college is a

Fair Trade Campus, provide information about fair trade and display the Fair Trade Campus logo Manage and update an independent or campus affiliated Fair Trade Campus webpage and one (1) other social

media account (Twitter, Instagram, Snapchat, Facebook etc.) Campus must take part in Fair Trade Campus Week Education on the Fair Trade Campus Program and fair trade must be integrated into annual university/college

orientation activities and documents At least (1) fair trade article must be published each year in the campus newspaper At least (1) campus event per year must be designated as a Fair Trade Event

Gold Status Overview: All new and existing campus and student food service staff/administration must participate in annual front line

fair trade training

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Manage and update two (2) social media accounts (Twitter, Instagram, Snapchat, Facebook etc.) At least one (1) fair trade course must be offered at the university/college or fair trade lessons must be

integrated into relevant courses At least two (2) campus events per year must be designated as Fair Trade Events At least two (2) fair trade articles must be published each year in the campus newspaper At least one (1) fair trade article must be published each year in the university news or external media channels Campus wide fair trade polling must be conducted and reported annually to understand the attitudes and

knowledge of the campus community.

To achieve Baseline, Silver, and Gold Fair Trade Campus designations, please indicate the fair trade signage and educational materials used at all food locations in your Silver/Gold Product Availability Template found at cftn.ca/fair-trade-campus-resources

Please attach photos of signage and educational materials15

Please complete and attach your Administrative Contract and 1 Year Plan found at cftn.ca/fair-trade-campus-resources

Baseline Requirements:

Identify and describe campus events that have provided information on fair trade and the availability of Fairtrade certified products in the past year (future events should be listed in a separate section below).

Event Description of venue/estimated attendance

Description of informational materials

Please share the link to a campus webpage that explicitly indicates the university/college is a Fair Trade Campus and provides information about fair trade.

Silver Requirements:

Describe the nature (name, size and mission/purpose) of the student sustainability club that works to increase the awareness of fair trade on campus through student engagement.

Provide the name and contact information for the club president and 2 representatives.

15 Feel free to share photos via a Dropbox or Google Docs link

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Club Name Role Email

Please provide the link for the independent or campus affiliated Fair Trade webpage that the Steering Committee (or associated representation) manages and updates.

Silver/Gold Requirements:

List all the campus social media accounts that provide information on fair trade to the campus community.16

Type Account Name Account Manager Post frequency

From the proposed events in your Administrative Contract and 1 Year Plan, at least one (Silver) or two events (Gold) per year need to be designated as a Fair Trade Event. We will request details on the specific event(s) that were designated in your annual renewal, however, please suggest events you will target for designation.

Gold Requirements:

Fair Trade & Classroom Instruction/Research

Please include a list of professors teaching fair trade in their courses and include a course syllabus or description.

Professor Subject Course Syllabus or Description

16 Type (Facebook, Twitter, Instagram etc.), account name (user name), account manager (Admin name or department), post frequency (daily, weekly, etc.)

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Please share the names of any professors conducting research on fair trade, human rights or related fields at the university/college.

Professor Research Focus Published Work

Fair Trade Survey Results

Please attach the past year’s data from your fair trade campus survey that was conducted to understand the attitudes and knowledge of the campus community17.

17 Potential survey questions and outreach strategies can be found online at www.cftn.ca/fair-trade-campus-resources

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Additional Attachments

Supporting documentation checklist Product Availability Template Administration Contract and 1-year Plan Images of fair trade signage for visibility and education purposes Images of campus events, including images of promotional materials

Additional attachmentsWhile there are specific requirements for Fair Trade Campus designation, many campus activities will produce several additional materials and resources that will help communicate an institution’s support for fair trade. If applicable, please submit the following:

images of brochures, posters, point-of-sale materials, or other print materials URLs for online videos presentation summaries or other related media outreach letters speaking notes or handouts press releases campus publications public service announcements policy resolutions procurement statements petitions survey data

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Additional questions

Please share any valuable lessons you learned in your campaign. Information provided here will help to improve the Fair Trade Campus Program and support other campaigns.

What strategies were most effective? What aspects were most challenging? What resources were most helpful?

Additional comments

We, the undersigned, believe the facts stated in this document to be true.

This form should be signed by: two (2) members of the Fair Trade Campus Steering Committee, including one (1) representative from the campus administration participating in the committee.

Committee member AdministrationSignature

Name

Position/organization

Phone number

Date

For Fairtrade Canada, CFTN and AQCÉ administration purposes onlyFair Trade Town designation approved: Yes No

Signed (Fairtrade Canada) (Date)

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(CFTN) (Date)(AQCÉ) (Date)