Romanian NGO Code of Conduct

Self-evaluation Form

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Self Evaluation Form

Code of Conduct

Name of the NGO:

Date:

Name of the NGO representative:

DOMAIN

INDICATORS Documents to be found in: Meets criteria

Yes/No

Observations

Deadlines for meeting criteria

I. Organization’s leadership
CRITERIA:

1.1 Structure of Board of Director

No more than one person or at maximum 10 percent of Board members have an executive position that is noted in the organizational chart - document regarding the designation of board’s members

- payrolls for the  last 12 months [1]

CRITERIA:

1.2 Functions of Board of Directors

Procedures for decision- making ensure the organization’s independence from undue influences from any other public or private organization.

The Board’s responsibilities are completely separated from those of executive officers.

The members of the Board  are not paid for their activities on the Board.

The procedures for nomination and election of members are established in the Board statutes.

The mandate period (length of member service) is limited and determined through statute.

Number of consecutive mandates is limited and determined through statute.

The Board meets together formally at least twice a year.

- statements of Board members regarding this subject

- procedure manual, regulations, bylaws etc

- payrolls for the last 12 months, job descriptions [2]

- bylaws

- bylaws

- bylaws

- minutes of Board meetings

CRITERIA:

1.3 Responsibilities of Board of Directors

The Board is responsible for strategic planning for the organization and periodical evaluation of its implementation.

The Board establishes, monitors and evaluates performance indicators for the organization.

The Board reviews and approves the organization’s action plan, organizational chart, budget, annual report and balance sheet (in case of associations, General Meeting).

The Board is responsible for defining the functioning mode of organization through adoption of specific regulations.

- bylaws, regulations
CRITERIA:

1.4 Compliance of legal regulations

The functioning of the Board is in compliance with all relevant legal norms. - the provisions of GO 26/2000 and L 246/2005 regarding the constitution and functioning of  the Board are respected.
DOMAIN

II. Management

CRITERIA:

2.1 Organizational

There is at least one document that contains internal regulations regarding the functioning of the organization.

Organizational structure and hierarchical reporting relationships  are represented through an organizational chart.

Personnel in the organization who work in the same operational unit meet monthly to plan the next period’s activities.

- regulation, procedures manual, etc.

- organizational chart, regulation, procedures manual, etc.

- minutes of meetings

CRITERIA:

2.2 Information Management

There is a system of information management, fully documented in a user’s manual, which is regularly used to effectively manage the organization’s information. - regulation, procedures manual, etc
DOMAIN

III. Human Resources

CRITERIA:

3.1 Personnel policies

The organization’s personnel policies are clearly defined and documented in a written manual, both regarding the volunteers, and paid personnel. - regulation, procedures manual, etc
CRITERIA:

3.2Compliance with legal regulations.

Working conditions are in full accordance with legal norms. -If the nature of activities requires so health and safety documents should be attached
CRITERIA:

3.3 Employee responsibilities and evaluation

Employee responsibilities are clearly defined in individual job descriptions.

Employee job responsibilities and accomplishments are evaluated at least once a year.

- update job descriptions

- performance evaluation documents of staff

DOMAIN

IV. Financial

CRITERIA:

4.1 Financial policies

There is a comprehensive manual that documents  financial policies and internal regulations regarding accounting, book- keeping and financial reporting on the organization’s activities.

There are written internal regulations regarding salaries, employees’ loans and the use and reporting on the use of the organization’s materials and financial resources.

Financial regulations, Financial procedure manual

Could be part of the NGOs procedure manual

CRITERIA:

4.2 Compliance of legal regulations.

Governmental fees and taxes are paid as a regular business process and on time. Balance sheet for previous year
CRITERIA:

4.3 Funding

The organization has at least two funding sources, and these are of a diversified nature. Funding contracts or similar documents
CRITERIA:

4.4 Financial control

There is an annual budget and at minimum an annual balance sheet for the organization. (It is recommended that there are also monthly trial balance sheets to effectively track and adjust expenditures throughout the year.)

There is a written manual that documents all procedure for effective internal financial control.

Budget and balance sheet checked by internal audit
DOMAIN

V. Operations

CRITERIA:

5.1 Compatibility with strategy

Performed activities must correspond to the mission and strategic guidelines of the organization. -bylaws, strategic plan, annual report
CRITERIA:

5.2 Beneficiaries’ satisfaction

There are written procedures for evaluating beneficiaries’ satisfaction, and they are used at least once a year. Procedure manual

Report regarding clients satisfaction

CRITERIA:

5.3Compliance of specific regulations

The organization’s activities are performed in compliance with:

  • internal norms
  • legal norms, including obtaining required accreditations or specific certifications for the activity domain of the organization.
Internal regulations, procedure manual

If required accreditation, specific certifications for the type of activity of the NGO

CRITERIA:

5.4 Partnership

In last year, the organization has performed activities in partnership with another organization or group at least once. Partnership agreements, press releases, annual report
DOMAIN

VI. Public Relations

CRITERIA:

6.1 Visibility

Documents that define organization’s functioning are open to public review.

The annual report, including activities and detailed financial reporting, is available to the public in written form.

The list of the members of the Board of Directors and of all the organization’s personnel are public and updated.

The list of the organization’s institutional partners is public and updated.

-bylaw

- annual report printed or posted on the website; accessible to stakeholders

-info on organization’s structure available and accessible to public

-annual report, promotional materials

CRITERIA:

6.2 Political Partisanship

The organization is non-partisan and doesn’t support political formations or candidates. -affidavit signed by the NGO representative
CRITERIA:

6.3 Associative solidarity

The organization has demonstrated its associative solidarity in the last 12 months through participation at least one activity initiated by another organization. Agreements, contracts, press releases etc

[1] Copy of payrolls must show only the name of personnel and not their salaries. The amounts are covered in order  to ensure the privacy of the salaries.

[2] See note 1

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