Last Updated: September 1, 2024
1. Purpose
The purpose of this policy is to ensure transparency, accountability, and the proper disclosure of unpaid commitments that may impact an individual’s ability to perform their duties within the organization. This policy applies to all employees, board members, consultants, and volunteers.
2. Definition of Unpaid Significant Commitments
Unpaid significant commitments include any ongoing professional, advisory, or voluntary roles that require substantial time and effort without financial compensation.
Examples include:
- Serving on the board of a non-profit or advocacy group.
- Engaging in volunteer work that requires regular time commitments.
- Pro bono consulting, advisory roles, or mentorship programs.
- Any other unpaid obligations that may interfere with assigned duties.
3. Disclosure Requirements
All individuals covered by this policy must disclose unpaid significant commitments if they meet any of the following conditions:
- The commitment requires 10 or more hours per month.
- The commitment relates to the same sector or industry as the organization’s activities.
- There is a potential for conflicts of interest or perceived conflicts.
- The commitment could impact the individual’s availability, performance, or objectivity in their role.
4. Declaration Process
- Individuals must complete the Unpaid Significant Commitments Declaration Form within 30 days of accepting a new commitment or upon joining the organization.
- The form should be submitted to the HR department or Compliance Officer.
- The declaration will be reviewed, and a decision will be made regarding any necessary adjustments or mitigations.
5. Review and Oversight
- Declarations will be reviewed on an annual basis to ensure ongoing compliance.
- If any significant changes occur in an individual’s unpaid commitments, they must submit an updated declaration within 30 days.
- The organization reserves the right to request modifications or limitations on commitments if they are deemed to impact work performance or create a conflict of interest.
6. Confidentiality
All declarations will be treated with confidentiality and stored securely. Only authorized personnel will have access to this information.
7. Non-Compliance Consequences
Failure to disclose unpaid significant commitments may result in disciplinary action, including warnings, reassignment of duties, or in severe cases, termination of engagement with the organization.
8. Contact Information
For questions or further guidance on this policy, individuals should contact the HR department or Compliance team compliance.team@factcheck.by.