Executive Committee

1. Each member of the board of directors shall fully understand and support the mission of the AHFs
   
   
2. The society shall carry out its activities with professionalism and centered on the objectives of AHF.
3. The AHF shall establish a plan of governance that best allows it to fulfill its mission, and reflects the core values and cultural standards of the organization. Democratic principles are to be used where appropriate and applicable.
   
   
4. The Procedure for nominating members to serve on the Executive Committee shall be known to members. The term will be of 1 year and not more than 2 consecutive terms.
   
   
5. The Executive Committee shall determine the AHF programs and services, and monitor their compliance with the mission and their effectiveness and efficiency.
   
   
6. Members of the Executive Committee shall serve as ambassadors for the organization, articulating its mission, accomplishments and goals to the public, and garnering support for the organization.
   
   
7. The Executive Committee, and any subset of the Executive Committee which is authorized to conduct the affairs of the organization between meetings of the Executive Committee, are to meet as frequently as is necessary to fully and adequately conduct the business of the organization. At a minimum, there should be a least 4 meetings annually of the Executive Committee, or the executive Committee combined. If face-to-face meetings are not required by local or national law and the organizing documents, then communication technologies can aid in conducting frequent meetings.
   
   
8. Minutes of each meeting of the Executive Committee and reports of each Committee when acting in the place of the Executive Committee, are to be produced, distributed to each member of the Executive board, and archived for future reference. The minutes also are to be available to an association's membership, officers, staff, and the general public, with the exception of discussions related to personnel evaluation and other such confidential information.
   
   
9. In serving on the Executive Committee, directors shall put organizational goals before personal goals, and put the best interests of the organization ahead of individual desires.
   
   
10. No director shall participate in deciding a matter directly impacting that individual (such as re-election to the Executive Committee, personal remuneration, etc.)
    
    

Financial & Legal

1. Members of the EC hold ultimate fiscal responsibility for their organization and are to understand the AHF's financial statements and reporting requirements.
2. 
   The Executive board shall approve the annual budget and actively participate in the fundraising process. In approving the annual budget, the Executive Committee is to ascertain the percentage of the resources spent on administration and fundraising, versus program expenses, and strive for a goal.
3. 
   Internal financial statements shall be prepared regularly and provided to the Executive Committee. Any and all significant variations between budgeted expenses and actual expenditures, and between budgeted revenues and actual revenues, are to be identified and explained to the governing body.
4. 
   AHFs internal control procedures shall have a safeguard against a person having the power to issue a check to himself or herself, such as requiring an additional signature.
5. 
   The AHF shall adhere to professional standards of accountancy and audit procedures as stipulated by the law in its nation, and fulfill all financial and reporting requirements.
6. 
   The organization's activities, governance, and other matters shall conform to the laws and regulations of its nation and locality.

Human Resource

1. 
   The AHF shall seek capable and responsible employees and volunteers (collectively, "staff"), who are committed to the mission of the organization.
2. 
   The AHF shall provide proper training and orientation for new staff, and provide them with suitable working conditions.
3. 
   All staff shall be treated with fairness and equity, and as individuals with rights to be honored and defended. Their rights to freedom of association, conscience and expression must be respected and protected.
4. 
   Each staff member shall be provided with the AHF code of ethics and/or conduct and any written human resource policies.
5. 
   Staff members shall refrain from using their official position, either regular or volunteer, to secure special privilege, gain or benefit for themselves.
6. 
   Employees and staff should put organizational goals before personal goals, putting the best interests of the entire program ahead of individual desires.

Public Trust

1. 
   At least annually, the AHF shall prepare and make available to the public information on its programs and services, and provide public access to appropriate records of those programs and services through www.abhipraaya.org
2. 
   The AHF shall make available the names of its EC and management staff, publicize any changes in its Executive board, and provide access to appropriate minutes of meetings of its governing board.
3. 
   The AHF shall make available, in a timely and accurate manner, information on any partnerships or other joint ventures into which it has entered.
4. 
   The AHF shall maintain the confidentiality of personal information on staff, clients and others, unless the individuals waive this right, or disclosure is required by law.
5. 
   The AHF shall provide a communication channel for the public should they wish to make inquiries regarding its activities.
6. 
   The AHF shall have clear guidelines and approval processes for the issuing of verbal and written statements (GUIDELINES….)

Fund Raising

1. 
   The AHF shall only accept funding that is consistent with its mission, does not compromise its core principles, and does not restrict its ability to address relevant issues freely, thoroughly, and objectively.
2. 
   The AHF will be truthful in all matters relating to the raising of funds and their use. Programs shall be designed to meet the mission of the AHF and never designed simply to meet the needs of a funding source.
3. 
   The AHF will not tolerate any unethical activities such as double funding for one project, diversion of dedicated funds to uses other than the project for which funds were approved, or overstatement of achievements.
4. 
   The AHF shall be careful to ensure that all solicitation and promotional materials are accurate, and that they clearly and truthfully present the organization, its mission, and its programs. All solicitations are to correctly reflect the AHF's planned use of the solicited funds, and fundraising solicitations shall only make claims that the organization can fulfill. There shall not be any exaggerations of fact or material omissions, nor any communication or images that would create a false or misleading impression.
5. 
   The AHF shall ensure that donors receive informed, accurate, and ethical information regarding the tax implications of potential gifts.
6. 
   The AHF shall not provide compensation to fundraisers that is based on a percentage of charitable contributions raised or expected to be raised, nor should it provide a finder's fee.
7. 
   Fundraising promotions involving the sale of products or services shall indicate the duration of the campaign, and the actual or anticipated portion of the purchase price that will benefit the program.
8. 
   The AHF shall ensure efficient and effective use of grants and charitable contributions.
9. 
   The directors, management, staff and volunteers of the organization shall not exploit any relationship with a donor or prospective donor for personal benefit or the benefit of any relative, friend, associate, colleague, and so forth.
10. 
    A donor's privacy shall be respected and AHF must safeguard any confidential information regarding the donor or the gift. Donors are to have the opportunity to remain anonymous, and to not have their names added to any lists that are sold, rented or given to others.

Partnerships & Collaboration

1. 
   The AHF shall collaborate with other entities only if the relationship is consistent with the mission of the AHF. The AHF shall collaborate on the basis of shared values, common ground, and for the good of society.
2. 
   Collaborations are to be adaptive to change. Changes in the relationship are to be developed through cooperation, and not forced by one or the other organization.
3. 
   The AHF shall enter into a partnership agreement with a government or intergovernmental body only when it is beneficial to achievement of the objectives of the organization.
4. 
   The AHF shall enter into collaboration with a for-profit corporation only when it is beneficial to achievement of its objectives and does not compromise the independence or self-control of the organization.

Confidentiality

[Confidential] means that you are free to talk about AHF and about your program and your position, but you are not permitted to disclose clients' names or talk about them in ways that will make their identity known. No information may be released without appropriate authorization. This is a basic component of client care and business ethics. The board of directors, staff and our clients rely on paid and volunteer staff to conform to this rule of confidentiality.

1. 
   Respecting the privacy of our clients, donors, members, staff, volunteers and of the Abhipraay Health Foundation (AHF) itself is a basic value of AHF. It is the policy of AHF that board members and employees of AHF will not disclose personal and financial confidential information belonging to, or obtained through their affiliation with AHF to any person, including their relatives, friends, and business and professional associates, unless AHF has authorized disclosure. This policy is not intended to prevent disclosure where disclosure is required by law.
2. 
   Care shall also be taken to ensure that unauthorized individuals do not overhear any discussion of confidential information and that documents containing confidential information are not left in the open or inadvertently shared. Board members, volunteers and employees are cautioned to demonstrate professionalism, good judgment, and care to avoid unauthorized or inadvertent disclosures of confidential information and should, for example, refrain from leaving confidential information contained in documents or on computer screens in plain view.
3. 
   Upon separation of employment and at the end of a board member's term, he or she shall return, all documents, papers, and other materials, that may contain confidential information. Failure to adhere to this policy will result in disciplinary action. This policy is intended to protect you as well as AHF because in extreme cases, violations of this policy also may result in personal liability.

Compensation

Salaries

1. 
   All permanent employees shall be issued with appointment letters signed by the organization head and employee-signifying acceptance of the terms and conditions set forth thereto. The appointment letter shall contain the initial salary, responsibilities, duties and the general terms and conditions.
2. 
   Subsequent changes in salary, responsibilities, duties, terms or conditions of employment shall be communicated to the employee in writing.
3. 
   A personal file shall be opened for every employee. Copies of job application letters, Appointment letters and any other correspondence between employer and the employee shall be kept in this file.
4. 
   Salaries shall be paid monthly in arrears. A salaries schedule showing the gross pay, advances, deductions and net pay shall be prepared by the Accountant, checked and verified by the Finance manager/HR manager and approved by the organization head prior to the preparation of payment vouchers and the cheque.
5. 
   A personal data card shall be opened for each member of staff. Salaries shall be paid by cheque through the respective bank accounts.
6. 
   Employees shall be issued with a pay slip every month, which will show the computation of his/her net salary.
7. 
   Signing the payment vouchers for the net pay, and the monthly transfer sheets where applicable shall evidence authorization of salary payments.
8. 
   Staff advances shall be given upon request in accordance with regulations stipulated in the personnel policies and procedures manual (by complete, signed and authorized Staff Advance Authorization form, SAAF). An Advances ledger account should be opened and reconciled at every end month. However, all advances should be approved subject to the availability of funds.
9. 
   Any advances not accounted for within two weeks shall be recovered from the salary of the employee concerned without prior reference to the employee.

Travel Expense

1. 
   Travel expenses incurred by staff or any other authorized person shall be reimbursed according to the regulations set out in the Human Resource Policies and Procedures Manual.