Whistleblower Policy
Staff and volunteers are encouraged to come forward with credible information on illegal practices or violations of adopted policies and/or actions or matters involving the organization.
The organization will protect the individual from retaliation.
Reports should be made to the following in the order listed. If there is concern that the person being reported to is “part of the problem or otherwise inappropriate” to report to, report to the next person listed.
Reports of financial mismanagement, unethical behavior, harassment, etc., may be made anonymously, acknowledging that anonymous reports may hamper investigation.
The person receiving the report shall review it and submit it to the executive committee or board as is appropriate in the circumstances (i.e., taking account of the nature of the information and persons identified).
Document Retention and Destruction Policy
Staff and any outsiders shall retain all documents and shall not destroy any documents.
Grant/funding request information and related documents shall be retained at least 5 years and longer if it appears appropriate for any reason.
Invoices and payment records, and any other documents and information, shall be retained at least 5 years and longer if it appears appropriate for any reason.
Tax returns and related records and information, and employment records (after termination of employment) shall be retained at least 7 years and longer if it appears appropriate for any reason.
Entity records, Articles of Incorporation, By-laws, minutes, tax exempt status, etc. shall be retained permanently.
Records and documents shall be safely and securely stored in an orderly fashion. Electronic information shall be regularly backed up including provision for off-site backup of electronic information.
Regardless of age of documents, the Executive Director will review all documents prior to destruction and submit a report of documents proposed to be destroyed to the President for review, and the President shall remove documents from the list as the President deems appropriate and present the revised document destruction list to the entire board for approval of the board of destruction before any documents are destroyed.
All documents being destroyed shall be destroyed in a secure manner that avoids disclosure.
The organization will protect the individual from retaliation.
Reports should be made to the following in the order listed. If there is concern that the person being reported to is “part of the problem or otherwise inappropriate” to report to, report to the next person listed.
- The Executive Director
- The President
- The Vice President
- Any Board of Directors member
Reports of financial mismanagement, unethical behavior, harassment, etc., may be made anonymously, acknowledging that anonymous reports may hamper investigation.
The person receiving the report shall review it and submit it to the executive committee or board as is appropriate in the circumstances (i.e., taking account of the nature of the information and persons identified).
Document Retention and Destruction Policy
Staff and any outsiders shall retain all documents and shall not destroy any documents.
Grant/funding request information and related documents shall be retained at least 5 years and longer if it appears appropriate for any reason.
Invoices and payment records, and any other documents and information, shall be retained at least 5 years and longer if it appears appropriate for any reason.
Tax returns and related records and information, and employment records (after termination of employment) shall be retained at least 7 years and longer if it appears appropriate for any reason.
Entity records, Articles of Incorporation, By-laws, minutes, tax exempt status, etc. shall be retained permanently.
Records and documents shall be safely and securely stored in an orderly fashion. Electronic information shall be regularly backed up including provision for off-site backup of electronic information.
Regardless of age of documents, the Executive Director will review all documents prior to destruction and submit a report of documents proposed to be destroyed to the President for review, and the President shall remove documents from the list as the President deems appropriate and present the revised document destruction list to the entire board for approval of the board of destruction before any documents are destroyed.
All documents being destroyed shall be destroyed in a secure manner that avoids disclosure.
