Policies!

Background

Cultural Academy for Peace has been one of the leading women's organizations working in the field of Social Action since 1984. It was founded by a group of women, inspired by their community living experience, dedicated to the empowerment of women and children.

Code of Ethics

Personal and Professional Integrity

All staff, board members and volunteers of Cultural Academy for Peace act with honesty, integrity and openness in their dealings as representatives of the organization. Cultural Academy for Peace promotes a working environment that values respect, fairness and integrity.

Mission

Cultural Academy for Peace has a clearly stated mission laid out in the Mission Statement, which is approved by the Executive Board. All of our programs support that mission and is responsive to our stakeholders and of value to the society at large.

Governance

Cultural Academy for Peace has an active governing body, the Executive Board, which is responsible for setting the mission and strategic direction of the organization and overview of the finances, operations, and policies. The governing body:

  • Ensures that the organization conducts all transactions and dealings with integrity and honesty;
  • Has a Conflict of Interest policy that ensures that any conflicts of interest or the appearance thereof is avoided or appropriately managed through disclosure, refusal or other means.
  • Ensures that the organization promotes working relationships with board members, staff, volunteers, and program beneficiaries that are based on mutual respect, fairness and openness;
  • Ensures that the organization is fair and inclusive in its hiring and promotion policies and practices for all board, staff and volunteer positions;
  • Ensures that policies of the organization are in writing, clearly articulated and officially adopted;
  • Ensures that the resources of the organization are responsibly and prudently managed; and,
  • Ensures that the organization has the capacity to carry out its programs effectively.

Legal Compliance

Cultural Academy for Peace strives to be knowledgeable of and in compliance with all applicable laws and regulations of India.

Openness and Disclosure

Cultural Academy for Peace is committed to provide all financial, organizational and program reports in a materially complete and accurate fashion.

Program Evaluation

Cultural Academy for Peace regularly reviews program effectiveness and incorporates lessons learned into future programs. We are responsive to changes in our field of activity and the needs of our stakeholders.

Fund Raising

In raising funds from the public, Cultural Academy for Peace respect the rights of donors, as follows:

  • To be informed of our mission, the way the resources will be used and our capacity to use donations effectively for the intended purposes;
  • To be informed of the identity of those serving on Cultural Academy for Peace governing board and to expect the board to exercise prudent judgment in its stewardship responsibilities;
  • To have access to the organization's most recent annual reports;
  • To receive appropriate acknowledgement and recognition;
  • To be assured that information about their donations is handled with respect and with confidentiality to the extent provided by the law;
  • To expect that all relationships with individuals representing organizations of interest to the donor will be professional in nature;

Conflict of Interest Policy

Article I - Purpose

Cultural Academy for Peace recognizes the need to conduct affairs in a manner that avoids any actual or perceived conflict of interest. All staff and members of Cultural Academy for Peace are required to comply with this Conflict of Interest policy.

Article II - Definitions

Conflict of Interest - A 'conflict of interest' arises when a person in a position of trust which requires him/her to exercise judgment on behalf of Cultural Academy for Peace also has interests, whether financial or personal, that might interfere with the exercise of his/her judgment, and which the person is morally required to disclose, to the Executive Board.

The interest could be in the form of;

  • Ownership or compensation agreement with an entity or individual which does business with Cultural Academy for Peace.
  • Relationship through blood, matrimony or friendship with an individual or the governing individual of an entity, which does business with Cultural Academy for Peace.

Article III - Procedures

  • Duty to Disclose

Where a transaction or arrangement may give rise to an actual or potential Conflict of Interest, the concerned person must disclose all material facts to the Executive Board and secure a documented approval before proceeding.

  • Determining Whether a Conflict of Interest Exists

After disclosure of the relationship and all material facts, and after any discussion with the concerned person, he/she shall leave the Executive Board while the determination of a potential conflict of interest is discussed and a consensus is reached by the rest of the members.

  • Violations of the Conflict of Interest Policy
    • If the Executive Board has reasonable cause to believe a member has failed to disclose an actual or possible Conflict of Interest, it shall inform the member of the basis for such belief and afford the member an opportunity to explain the alleged failure to disclose.
    • If, after hearing the member's response and after making further investigation as warranted by the circumstances, the Executive Body determines the member has failed to disclose an actual or possible Conflict of Interest, it shall take appropriate disciplinary and corrective action.

Article IV - Records of Proceedings

The minutes of the Executive Board meet shall contain:

  • The names of members and staff found to have an actual or possible Conflict of Interest; the nature of the relationship; any action taken to determine whether a conflict of interest was present; and the decision taken.
  • The names of the persons who were present for discussions and the content of the discussion, including any alternatives to the proposed transaction or arrangement and concerns raised.

Whistle blower Policy

General

Cultural Academy for Peace requires its members and staff to observe high standards of ethics and compliance with the Code of Ethics ["Code"], in the conduct of their duties and responsibilities.

Reporting Responsibility

It is the responsibility of all members and staff to comply with the Code and to report violations or suspected violations in accordance with this Whistle blower Policy.

No Retaliation

No member, staff or volunteer who in good faith reports a violation of the Code shall suffer harassment, retaliation or adverse employment consequence. Any person who retaliates against someone who has reported a violation in good faith is subject to disciplinary action. This Whistle blower Policy is intended to encourage and enable employees and others to raise serious concerns within the organization prior to seeking resolution outside the organization.

Reporting Violations

CAP follows an open door policy and suggests that employees share their questions, concerns, suggestions or complaints with anyone in management they are comfortable in approaching.

Acting in Good Faith

Anyone filing a complaint concerning a violation or suspected violation of the Code must be acting in good faith and have reasonable grounds for believing the information disclosed indicates a violation of the Code. Any allegations that prove not to be substantiated and which prove to have been made maliciously or knowingly to be false will be viewed as a serious disciplinary offense.

Confidentiality

Violations or suspected violations may be submitted on a confidential basis by the complainant or may be submitted anonymously. Reports of violations or suspected violations will be kept confidential to the extent possible.

Handling of Reported Violations

All reports will be acknowledged, promptly investigated and appropriate corrective action taken, if warranted.

Gender Policy

The twin underlying themes of Cultural Academy for Peace activities are active non-violence and gender mainstreaming. Gender equality ensures women and men the same entitlements to respect and the power to shape the outcomes of their choices.

We have observed that women often have lower access to public knowledge, legal protection, and less decision-making power both within and outside the home. This reduces women's public participation, and often increases their vulnerability to poverty, violence and diseases.

Principles

  • We base our work on the shared understanding that gender equality is key to overcoming poverty and building a peaceful society.
  • We affirm that gender equality reflects Cultural Academy for Peace's commitment to universal human rights.
  • We understand that gender inequalities in respect to culture, class, religion and caste require changes in the lives of both men and women.

Strategies for achieving gender equality

  • Women and girls are empowered through access to formal education, formal workshops, leadership training and vocational skills.
  • We work with both women and men to address the specific ideas and beliefs that create and reinforce gender related biases.
  • We disseminate information on gender equality through public events, print and audio-visual media.
  • Gender awareness and understanding is used as a criterion for recruitment and development of staff and volunteers.
  • We pursue family friendly work practices that enable both men and women to participate fully in work and family life.
  • Cultural Academy for Peace has a designated official in charge ensuring gender friendly practices, resolving any gender issues and keeping updated with best practices.

Equal Opportunities Policy

This policy sets out Cultural Academy for Peace commitment and intent with regard to Equal opportunities.

Statement of Policy

Cultural Academy for Peace is committed to Equal opportunities for all volunteers, staff and members. Everyone has a contribution to make in our society and a right to equal opportunity treatment. Cultural Academy for Peace aims to ensure that no member is disadvantaged or given special preference on the grounds of; ethnicity, family ties, culture, nationality, gender, sexual orientation, marital status, class, caste, religion or HIV status.

Cultural Academy for Peace respects members' skills, abilities, and experience, and as such selection of volunteers, staff and board members is based on ability to do the role in question.

  • Cultural Academy for Peace aims to ensure equal access to; information, recruitment, training, support and supervision, and an environment in which all members are able to voice concerns, opinions, and grievances without fear of reprisal.
  • Cultural Academy for Peace aims to achieve an active membership, which reflects the diversity of the community it serves. It is to be noted here that due to the nature of Cultural Academy for Peace's work as a women's organization, the composition of staff, members and volunteers may be predominantly female.
  • Cultural Academy for Peace takes steps to ensure that equality of access is achieved in all activities organized by it and that such activities attract people from all sectors of the community and do not discriminate against members of disadvantaged groups.

Scope of Policy

Cultural Academy for Peace recognizes that for an equal opportunities policy to be effective it must encompass all areas of our activities.

This policy applies to all Cultural Academy for Peace members including; Staff, Board Members, Volunteers, and new applicants.

Personnel Policy

Letter of Appointment

All of Cultural Academy for Peace employees, permanent, temporary and contractual; are issued an appointment letter which states the terms of employment, designation, salary details, start date, termination date(in case of contractual basis) and notice period.

Leave Structure

Employees are entitled to 12 days of casual leave in a year. In addition public holidays declared by the Government of India or the Kerala State Government will be off.

Sick leave may be availed of, on a reasonable basis, by providing medical proof.

Work days and timings

CAP works from Monday through Saturday, 09:30 am to 05:30 pm.

Training

Training is provided to volunteers and employees relevant to each project, as well as on general areas such as gender sensitization, communication, leadership and active non violence.

Alignment of values

Cultural Academy for Peace requires that all its employees share our vision of a society based on peace, justice, reconciliation and right to life and have a belief in the active non-violent approach which underpins all our activities.

Annual review

An annual review will be held every year which will involve the employee concerned and his/her supervisor. This will cover key aspects such as target efficiency, teamwork and leadership potential displayed during the past year.

In addition feedback from peers and other stakeholders regarding the employee's performance will also be sought.

Termination

Cultural Academy for Peace reserves the right to terminate the services of any of its employees at its discretion. The employee will be provided with a one month notice period or one month's salary in lieu of the notice period.

All outgoing employees will have the opportunity of sharing and receiving feedback about their tenure with their supervisor.

Equal Opportunities

Cultural Academy for Peace is an equal opportunities employer. Please refer to the complete Equal Opportunities Policy for further information.

Gender Equality

Cultural Academy for Peace is committed to personnel practices that foster gender equality, as a part of its wider commitment to universal human rights. Please refer to the complete Gender Equality Policy for further information.

Finance Policy

Approval of Expenses

  • The concerned Manager approaches the Financial Administrator for approval of expenses.
  • The Financial Manager forwards the expense, after scrutiny, to the Executive Director for final approval.
  • The Executive Director has the authority to approve expenses up to INR 5,000. For expenses above INR 5,000 the joint approval of the Executive Director and Treasurer is required.
  • Checks up to a value of INR 5,000 can be signed by the Executive Director alone, while those above INR 5,000 requires the signatures of both the Executive Director and the Treasurer.

Petty Cash

  • Cultural Academy for Peace maintains a moderate level of petty cash (at present INR 1000), as deemed sufficient by the Executive Director and the Financial Administrator to meet daily sundry expenses.
  • Random checks are conducted on the amount in the petty cash box as well as the reconciliation statements to ensure the integrity of the system.
  • Valid bills or vouchers are presented to the Financial Administrator to claim expenses.
  • The petty cash is topped up regularly with the approval of the Executive Director.

Purchases

Cultural Academy for Peace has a separate Procurement Policy which deals with this specific area.

Annual Report and Audit

Cultural Academy for Peace produces an annual report containing financial and non-financial information which is certified by a public auditor.

Procurement Policy

Scope

This procurement policy applies to all goods and services purchases within Cultural Academy for Peace.

Policy Statements

  • Supplier Standards:
  • Cultural Academy for Peace collects data based on a combination of supplier disclosures, independent certifications and other public information to assess the supplier's ethical standards.
  • Cultural Academy for Peace shares information with current and future suppliers so they are aware of Cultural Academy for Peace's expectations in terms of supplier standards.

Collaboration

Cultural Academy for Peace works with suppliers and other key stakeholders to continuously improve its purchasing activities and uphold the Cultural Academy for Peace Code of Ethics.

Fiscal Responsibility

Cultural Academy for Peace ensures that the implementation and management of purchases is in alignment with its Finance Policy.

Fairness and Transparency

  • Managers of respective Projects send in purchase requisitions to the Procurement Officer for all purchases of value above INR 10,000.
  • The Procurement Officer calls for quotations in a fair and just manner, specifying the conditions, standards expected and timelines.
  • A minimum of three quotations are obtained and the Procurement Officer in consultation with the concerned Manager, selects the most favorable quotation.
  • This along with the remaining rejected quotations is presented by the Procurement Officer for the final approval of the Cultural Academy for Peace Executive Director.

Environmental Policy

Cultural Academy for Peace is committed to protecting human health and the environment. We will be responsible stewards of the environment and protect the health and well being of our employees and the communities in which we operate.

Cultural Academy for Peace Code of Conduct for Environmental Practices

Protection - We will conduct all operations in a manner that protects the environment, our employees and other stakeholders. We will proactively work to use technologies and operating procedures to prevent pollution and minimize health risks.

Compliance - We will comply with all legal requirements and will proactively implement programs and procedures to meet best practices of the industry.

Conservation - We will use energy wisely and, when possible, improve the energy efficiency of our operations.

Communication - We will encourage employees to report any condition that may pose an environmental, health or safety hazard and provide a confidential means for them to do so. The executive management of Cultural Academy for Peace will periodically monitor operations and make recommendations to the Board of Directors on programs to continuously improve our environmental performance. Cultural Academy for Peace communicates its commitment to sound environmental practices to every employee.

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