Prakrtireva Saranam Foundation is committed to making decisions solely in the best interest of its mission and beneficiaries. This policy ensures that personal, financial, or professional interests of Board members, staff, and volunteers do not compromise the integrity of the Foundation's operations.
Purpose
This policy establishes a framework for identifying, disclosing, and managing conflicts of interest to maintain public trust and organisational transparency.
Scope
This policy applies to all Board members, Advisory Committee members, employees, consultants, and volunteers of the Foundation.
What Constitutes a Conflict of Interest
A conflict of interest arises when an individual's personal or financial interests could influence, or appear to influence, their judgement or actions in relation to Foundation matters. Examples include:
- A Board member's family business bidding for a Foundation contract.
- A staff member having a financial interest in a vendor supplying goods to the Foundation.
- A volunteer using their position to benefit a personal project or organisation.
- Accepting gifts or hospitality from parties seeking to do business with the Foundation.
Disclosure Requirements
- All Board members and staff must complete an annual Conflict of Interest Declaration Form.
- Any new conflict that arises during the year must be disclosed promptly to the Board Secretary.
- Volunteers must disclose potential conflicts to their programme coordinator before participating in relevant decisions.
Resolution Mechanisms
- The individual with the conflict must recuse themselves from discussions and decisions on the matter.
- The Board or management will evaluate the disclosure and determine appropriate action.
- In cases of doubt, the Board's decision on whether a conflict exists is final.
- Transactions involving a declared conflict require approval by disinterested Board members.
Record Keeping
All disclosures and resolutions are documented in a Conflict of Interest Register maintained by the Foundation. This register is reviewed annually by the Board.
Non-Compliance
Failure to disclose a conflict of interest, or acting on an undisclosed conflict, may result in disciplinary action including removal from the Board, termination of employment, or exclusion from volunteer activities.
Contact
For questions or to make a disclosure, email info@prakrtirevasaranam.org.