{"id":6395,"date":"2024-08-16T00:52:03","date_gmt":"2024-08-16T00:52:03","guid":{"rendered":"https:\/\/johnfawcett.org\/?page_id=6395"},"modified":"2025-04-04T23:54:56","modified_gmt":"2025-04-04T23:54:56","slug":"policies","status":"publish","type":"page","link":"https:\/\/johnfawcett.org\/id\/policies\/","title":{"rendered":"POLICIES"},"content":{"rendered":"
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POLICIES<\/h2>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t
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All JFF codes, policies and guidelines apply equally to JFFA and JFFI, as indicated in the Cooperation Agreement<\/p>

between the two organisation and are separately approved\/accepted by both Boards.<\/p>

JFFA refers to The John Fawcett Foundation incorporated in Australia<\/p>

JFFI refers to the Yayasan John Fawcett Indonesia<\/p>

JFF refers to the whole organisation (JFFA and JFFI)<\/p>

\u00a0<\/p>

JFF MISSION STATEMENT<\/strong><\/p>

JFF is a humanitarian not-for-profit organisation that assists needy people in Indonesia with its main focus<\/p>

on sight restoration and blindness prevention.<\/p>

JFF offers its assistance to people in the lower socio-economic group free of charge and without religious,<\/p>

political or ethnic consideration.<\/p>

JFF works in areas of Indonesia where people are impoverished and medical specialist services are scarce.<\/p>

\u00a0<\/p>

OBJECTS OF JFF<\/strong><\/p>

1. To relieve suffering and distress of children and adults in Indonesia in the lower socio-economic<\/p>

group, occasioned through blindness and visual problems, and cleft and other deformities<\/p>

particularly in children, through the provision of medical equipment and medical services to cure,<\/p>

prevent and control such conditions and the provision of technical, advisory, welfare and support<\/p>

services;<\/p>

2. To raise, receive, hold and invest funds to financially support such work;<\/p>

3. To operate without alignment to any governmental, institutional, political or religious organisation;<\/p>

and<\/p>

4. To carry out such other related purposes as the relevant Executive Board may determine.<\/p>

JFF shall operate on a non-profit basis. The property and income of JFF shall be applied solely towards the<\/p>

promotion of the objects of JFF. No part of the property or income of JFF may be paid, applied or<\/p>

distributed, directly or indirectly, by way of dividend, bonus or otherwise by way of pecuniary profit to any<\/p>

Members, provided that JFF may remunerate in good faith officers, employees and servants of JFF or other<\/p>

persons for services rendered to JFF in promotion of the objects of JFF.<\/p>

\u00a0<\/p>

COMMITMENTS<\/strong><\/p>

JFF is committed to the following principles as they apply to its activities:<\/p>

1. Offering its services free of charge to people in the lower socio-economic group, and without<\/p>

religious, political, gender or ethnic consideration<\/p>

2. Respecting and protecting the rights of the people it assists, and responding to their needs as best it<\/p>

can to improve their quality of life<\/p>

3. Safeguarding the rights of children and those who are vulnerable to sexual exploitation and abuse<\/p>

4. Working with local authorities, partners and professional medical organisations to conduct its<\/p>

activities, and providing training programs if necessary so that the skill level of the local medical<\/p>

profession will be raised<\/p>

5. Encouraging donors and supporters to visit the programs to see firsthand the outcomes of their<\/p>

support<\/p>

6. Safeguarding the environment in whatever way possible \u2013 both in field activities and at JFF<\/p>

headquarters<\/p>

7. Being honest in communications about its activities and outcomes<\/p>

8. Being transparent in our financial accounting and reports, and having systems in place to avoid<\/p>

fraudulent activities<\/p>

9. Collecting, maintaining and using information about patients and donors ethically and mindfully<\/p>

about the privacy of the individuals concerned<\/p>

10. Meeting all legal and compliance requirements.<\/p>

\u00a0<\/p>

REVIEW<\/strong><\/p>

This Code will be reviewed every two years.<\/p>

\u00a0<\/p>

RELATED POLICIES AND GUIDELINES<\/strong><\/p>

\u2022 Cooperation Agreement between JFFA and JFFI<\/p>

\u2022 Safeguarding Policy and Code<\/p>

\u2022 Control of Funds and Resources<\/p>

\u2022 Disability Inclusion Policy<\/p>

\u2022 Environment Policy<\/p>

\u2022 Human Rights Policy<\/p>

\u2022 Information Management & Privacy Policy<\/p>

\u2022 Open Information<\/p>

\u2022 Partnerships: Due Diligence & Capacity Assessment<\/p>

\u2022 Policy & Guidelines for Visitors to Village Programs<\/p>

\u2022 Prevention of Financial Wrongdoing, Bribery & Corruption<\/p>

\u2022 Safeguarding Against the Risk of Financing Terrorist Activities<\/p>

\u00a0<\/p>

2019 Code revised: June 2021<\/p>

Approved by JFFA Board 2 July 2021<\/p>

Approved by JFFI Board 2 July 2021<\/p>

Review due: August 2023<\/p><\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t\t\t

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All JFF policies and guidelines apply equally to JFFA and JFFI, as indicated in the Cooperation Agreement\u00a0between the two organisations and are separately approved\/accepted by both Boards.<\/p>

JFFA refers to The John Fawcett Foundation incorporated in Australia<\/p>

JFFI refers to the Yayasan John Fawcett Indonesia<\/p>

JFF refers to the whole organisation (JFFA and JFFI)<\/p>

\u00a0<\/p>

PURPOSE OF THE POLICY<\/strong><\/p>

JFF believes that a formal mechanism for handling complaints is an essential component of our\u00a0organisational accountability and gives stakeholders the opportunity to provide feedback on work\u00a0that impacts them. JFF holds that all people affected by its interventions have the right to provide\u00a0feedback (positive or negative) and to receive an appropriate and timely response.<\/p>

By implementing good practice in the handling of negative feedback\/complaints, our Foundation will\u00a0continue to build a culture of accountability, placing our stakeholders at the centre of the work that\u00a0we undertake. Addressing and responding to the grievances and feedback of our stakeholders at\u00a0every level is a practical demonstration of our commitment to the empowerment of the communities\u00a0with which we work, our staff safety, and operating transparently with all our donors. In addition, the\u00a0learning we can derive from responding to and adapting to prevent future complaints drives the\u00a0continuous improvement of our work through regular reviews at managerial level that take into\u00a0consideration analysis of complaint information.<\/p>

\u00a0<\/p>

PERSONS TO WHOM THIS POLICY APPLIES<\/strong><\/p>

Feedback (negative or positive) is welcome from anyone, and particularly the following stakeholders:<\/p>

1. JFF staff<\/p>

2. Members of the JFF Boards<\/p>

3. Collaborative service providers, consultants, advisers or trainers<\/p>

4. Volunteer service providers, consultants, advisers, and trainers<\/p>

5. Donors<\/p>

6. Patients receiving assistance in any of JFF\u2019s programs<\/p>

7. Communities where JFF conducts programs.<\/p>

\u00a0<\/p>

DEFINITION OF TERMS<\/strong><\/p>

Complaint:<\/strong>\u00a0an expression of dissatisfaction made to JFF, related to its products or services, or the\u00a0complaint handling process itself, where a response or resolution is explicitly or implicitly expected.<\/p>

Complainant:<\/strong>\u00a0a person, organisation, or its representative, making a complaint.<\/p>

Enquiry:<\/strong>\u00a0a request for information or an explanation.<\/p>

Feedback:<\/strong>\u00a0opinions, comments, suggestions, and expressions of interest in the products or services of\u00a0JFF.<\/p>

Stakeholder or interested party:<\/strong>\u00a0a person or group having an interest in the performance or success\u00a0of JFF.<\/p>

Whistleblower:<\/strong>\u00a0a person who informs on a person or organisation regarded as engaging in an\u00a0unlawful or immoral activity.<\/p>

\u00a0<\/p>

RESPONSIBILITIES<\/strong><\/p>

1. JFFI staff, volunteers, contractors and partners who are aware of possible wrongdoing have a\u00a0responsibility to disclose that information<\/p>

2. JFF guarantees that staff and volunteers who, in good faith, disclose perceived wrongdoing will be\u00a0protected from adverse employment consequences<\/p>

3. JFF guarantees a fair and impartial investigative process.<\/p>

\u00a0<\/p>

Complaints or any report of whistleblowing will be handled at two focal points, depending on the\u00a0nature and location of the source of the complaint:<\/p>

1. Complaints or any report of whistleblowing relating to the Australian Foundation, its staff or Board\u00a0members will be handled by the JFFA Chairman (Mr David Miller) or Deputy Chair (Ms Allison\u00a0Manners).<\/p>

2. Complaints or any report of whistleblowing relating to the Indonesian Foundation, its staff or\u00a0Board members will be handled by the JFFI Chairman\/Executive Manager (Gede Bingin) or\u00a0Treasurer\/Financial Manager (Ni Gusti Ayu Susilawati).<\/p>

\u00a0<\/p>

It is the responsibility of JFF\u2019s leadership to ensure that:<\/p>

1. potential problems are identified and addressed before they become formal grievances<\/p>

2. they are aware of, and are committed to the principles of communicating and information sharing\u00a0with all stakeholders<\/p>

3. any complaint is handled in the most appropriate manner at the earliest opportunity<\/p>

4. all stakeholders are treated fairly and without fear of intimidation<\/p>

5. any staff and volunteers who in good faith disclose perceived wrongdoing will be protected from\u00a0adverse employment consequences<\/p>

6. staff are aware that malicious allegations may result in disciplinary action<\/p>

7. any staff member found to have taken reprisal actions or victimised the whistleblower will face\u00a0disciplinary action, including the possibility of dismissal.<\/p>

\u00a0<\/p>

It is the responsibility of all parties to a dispute to ensure that they attempt to resolve any issues\u00a0through internal processes at the earliest opportunity.<\/p>

JFF will ensure that:<\/p>

1. stakeholders are aware of their obligations and responsibilities in relation to communication and\u00a0information sharing<\/p>

2. staff, volunteers, contractors, and partners who are aware of possible wrongdoing are aware that\u00a0they have a responsibility to disclose that information<\/p>

3. all managers, supervisors, employees, and volunteers are aware of their obligations and\u00a0responsibilities in relation to handling complaints and reports of whistleblowing<\/p>

4. any complaint that comes to the attention of supervisors is handled in the most appropriate\u00a0manner at the earliest opportunity.<\/p>

\u00a0<\/p>

POLICY<\/strong><\/p>

JFF will<\/p>

1. provide a structure to handle complaints<\/p>

2. ensure that participants to any dispute are not intimidated and are treated fairly<\/p>

3. hold regular information sessions with staff to make clear the principles and processes developed\u00a0for handling complaints<\/p>

4. encourage staff to report to their supervisor or appropriate person depending on the level\u00a0according to the structure any complaint or criticism that reflects badly on JFF\u2019s activities<\/p>

5. ensure that complaints are handled in line with relevant policies;<\/p>

6. provide appropriate assistance and referrals to the complainant based on his\/her needs<\/p>

7. through publicity material and direct contact with stakeholders, make clear that proper processes\u00a0are in place to deal with any criticism arising from any of its humanitarian activities.<\/p>

\u00a0<\/p>

FEEDBACK AND COMPLAINTS GUIDELINES<\/strong><\/p>

HOW COMPLAINTS ARE MADE<\/strong><\/p>

JFF will respond to enquiries or expressions of dissatisfaction raised verbally to staff or through other\u00a0channels such as social media; however, the preferred method is by email or letter to JFFA or JFFI,\u00a0depending on the complainant\u2019s location and the nature of the complaint. Anonymous complaints\u00a0will be handled in the same way as those in which the complainant is identified.\u00a0JFF is committed to maintaining anonymity of the complainant and confidentiality of the complaint if\u00a0required, including the documentation of the complaint and outcome.<\/p>

JFFA Contacts<\/strong><\/p>

Chairman, Mr David Miller , OAM
The John Fawcett Foundation, PO Box 1101, Nedlands, WA 6909
Email: miller@iinet.net.au<\/p>

or<\/p>

Deputy Chair, Ms Allison Manners
The John Fawcett Foundation, PO Box 1101, Nedlands, WA 6909
Email:\u00a0amanners.cbhs@gmail.com<\/a><\/p>

Include date, location and details of the complaint, and contact details.<\/p>

JFFI Contacts<\/strong><\/p>

Executive Manager, Gede Bingin,
Yayasan John Fawcett Indonesia, Jalan Pengembak 16, Sanur, Bali
Email: gedebingin@johnfawcett.org<\/p>

or<\/p>

Financial Manager, Ni Gusti Ayu Susilawati (Susi)
Yayasan John Fawcett Indonesia, Jalan Pengembak 16, Sanur, Bali
Email:\u00a0yki@indo.net.id<\/a><\/p>

Include date, location and details of the complaint, and contact details.<\/p>

\u00a0<\/p>

INITIAL REVIEW<\/strong><\/p>

The initial review process depends on:<\/p>

1. severity of the complaint<\/p>

2. immediacy of response required<\/p>

3. impact on the individual<\/p>

4. impact on the reputation of JFF<\/p>

5. financial considerations for JFF<\/p>

6. systemic implications\/potential to escalate<\/p>

7. based on the above, who undertakes the review<\/p>

\u00a0<\/p>

JFF has a process for handling feedback and complaints from recipients of its services or partners.<\/p>

1. Complaints from recipient of surgeries\/medical treatment (JFFI)<\/p>

Each patient receives a written handout at the post-operative check, explaining what to do in the\u00a0event of a problem following the surgery, giving the telephone number of JFF\u2019s Bali office (0361\u00a0270812) or JFF\u2019s email address (jff@johnfawcett.org). The team also presents verbally to the\u00a0patients and their accompanying family members at the start of each program outlining how the\u00a0program is run and providing information about the complaints procedure so that everyone\u00a0understands, including people who are illiterate.<\/p>

Calls or emails to the Bali office are referred to the Executive Manager who will inform the\u00a0complainant of the following process by way of acknowledgement:<\/p>

\u2022 Patients contacting JFFI would be referred to the operating surgeon or their local community\u00a0health centre, depending on the severity of the problem.<\/p>

Time Frame<\/p>

\"\"<\/p>

2. Complaints about JFFI staff dealing with patients in the screening situation<\/p>

JFFI works closely with the Banjar (local village organisation) in all its programs, and the following<\/p>

process for handling complaints is in place:<\/p>

1. people with a complaint would go first to the Banjar<\/p>

2. the Banjar would then contact the Executive Manager of JFFI at JFF\u2019s Bali office (0361 270812)\u00a0or email address (jff@johnfawcett.org)<\/p>

3. JFFI would trace the relevant staff member through the scheduling and roster of staff<\/p>

4. senior management staff would discuss the complaint with this person, keeping anonymity of\u00a0the complainant secure if required<\/p>

5. should the complaint prove to be justified, the staff member is issued with a warning about\u00a0their behavior, the first of three warnings before dismissal (depending on the nature and\u00a0seriousness of the complaint)<\/p>

6. If the initial assessment of the complaint determines that further investigation is not\u00a0warranted, the Executive Manager or appropriate senior staff member would inform the\u00a0complainant with this outcome and the reasons for this decision.<\/p>

\u00a0<\/p>

Time Frame<\/strong><\/p>

\"\"<\/p>

3. Complaints about other issues<\/p>

JFFA has in place dispute resolution procedures set out in its Rules of Incorporated Association, as\u00a0follows:<\/p>

The dispute resolution procedures set out in this Rule applies to disputes between:<\/p>

a. a member and another member; or<\/p>

b. a member and JFF.<\/p>

These complaints can be made to:
Chairman, Mr David Miller, OAM
The John Fawcett Foundation, PO Box 1101, Nedlands, WA 6909
Email: miller@iinet.net.au<\/p>

or<\/p>

Deputy Chair, Ms Allison Manners
The John Fawcett Foundation, PO Box 1101, Nedlands, WA 6909
Email:\u00a0amanners.cbhs@gmail.com<\/a>
Acknowledgement of complaint: 5 working days<\/p>

The parties to the dispute must meet and discuss the matter in dispute and, if possible, resolve the\u00a0dispute within fourteen days.<\/p>

If the initial assessment of the complaint determines that further investigation is not warranted, the<\/p>

Chairman would inform the complainant with this outcome and the reasons for this decision.<\/p>

If the parties are unable to resolve the dispute at the meeting or if a party fails to attend that\u00a0meeting, then the parties must within ten days hold a meeting in the presence of a mediator.<\/p>

The mediator must be:<\/p>

1. person chosen by agreement between the parties; or<\/p>

2. in the absence of agreement, the person who is nominated by the Chairperson.<\/p>

The mediator cannot be a party to the dispute.<\/p>

The parties to the dispute must, in good faith, attempt to settle the dispute by mediation.<\/p>

The mediator, in conducting the mediation, must:<\/p>

1. give the parties to the mediation a reasonable opportunity to be heard<\/p>

2. allow due consideration by all parties of any written submissions<\/p>

3. ensure that natural justice is accorded to the parties.\u00a0If the mediation process does not result in the dispute being resolved either party may seek to\u00a0resolve the dispute in accordance with the Act or otherwise at law.\u00a0If the complainant is unhappy with the outcome, they are able to make a complaint to the\u00a0Australian Council for International Development (ACFID) Code of Conduct Committee.<\/p>

4. Complaints that fall outside the scope of this policy<\/p>

Complaints that fall outside the scope of this policy should be referred to the Chairman \/ Deputy\u00a0Chair (JFFA) or the Executive Manager \/ Financial Manager (JFFI) who will decide on the best way to\u00a0refer the complaint to the appropriate body.<\/p>

\u00a0<\/p>

INVESTIGATION PROCESS AND DETERMINATION<\/strong><\/p>

JFF takes complaints seriously and is committed to investigating and arriving at a solution as quickly\u00a0as possible. The level of resources required will vary according to the nature and severity of the\u00a0complaint and its implications.<\/p>

The investigation process will identify who will undertake this, including how a determination is\u00a0reached, and how the determination will be communicated back to the complainant.<\/p>

Types of complaints and determining the procedure<\/p>

\u2022 Minor complaints\/misunderstandings: If a complaint is determined to be based on a\u00a0misunderstanding or insufficient information it is likely that provision of information immediately\u00a0satisfies the complainant.<\/p>

\u2022 Frivolous\/capricious\/vexatious complaints: To prevent these types of complaints escalating, an\u00a0early withdrawal should be negotiated. If this isn\u2019t possible and the complaint cannot be resolved,\u00a0then the matter may be taken further to the ACFID Code of conduct Committee.<\/p>

\u2022 Serious complaints: All serious complaints will be referred to senior management of either JFFA or\u00a0JFFI, as outlined above.<\/p>

\u00a0<\/p>

REPORTING AND RECORDING OF COMPLAINTS<\/strong><\/p>

JFF is committed to learning from complaints and their outcomes. For complaints made in Indonesia,\u00a0JFFI maintains a Complaints Register kept by the Executive Manager, recording the date, location,\u00a0nature and severity of the complaint, how the complaint was handled and the outcome. For those\u00a0made in Australia, JFFA maintains a similar register, kept by the International Coordinator.<\/p>

Minor complaints will be recorded with date, location, nature of complaint, complainant, and\u00a0outcome, while more serious complaints will be recorded in more detail, with dates of progress,\u00a0personnel involved in handling the complaint, outcome, and any ongoing issues. Confidential records\u00a0will be kept of all misconduct complaints, noting the ability to de-identify complaints at the request of\u00a0the complainant or victim.<\/p>

\u00a0<\/p>

CONFIDENTIALITY<\/strong><\/p>

Information that identifies the complainant will be kept confidential by JFF and will only be available\u00a0where needed to deal with the complaint within the organisation. It will be actively protected from\u00a0disclosure unless the complainant expressly consents to its disclosure.<\/p>

\u00a0<\/p>

MANAGING REPORTS AND CONTINUOUS IMPROVEMENT<\/strong><\/p>

Senior management and relevant section leaders will discuss all complaints and reports of\u00a0whistleblowing received and ways to improve procedures or practices relating to the complaint.\u00a0Complaints that affect the reputation of the organisation will be reported to the relevant governing\u00a0bodies.<\/p>

JFF\u2019s Complaints Policy will be reviewed every two years. Complaints received and how these were\u00a0handled will be part of the review process.<\/p>

\u00a0<\/p>

COMMUNICATION OF THE POLICY<\/strong><\/p>

JFF\u2019s Complaints Policy will be available to the public on the website: johnfawcett.org.\u00a0Beneficiaries will be briefed during activity programs on the ways to contact JFFI in the event of a\u00a0problem or issue about which they have cause to complain.<\/p>

\u00a0<\/p>

REVIEW<\/strong><\/p>

This policy will be reviewed every two years.<\/p>

\u00a0<\/p>

RELATED POLICIES AND GUIDELINES<\/strong><\/p>

\u2022 Cooperation Agreement between JFFA and JFFI<\/p>

\u2022 Safeguarding Policy & Code<\/p>

\u2022 Gender Equity Guidelines<\/p>

\u2022 Disability Inclusion Policy<\/p>

\u2022 Code of Conduct<\/p>

\u00a0<\/p>

2020 Policy revised: September 2021<\/em>
Approved by JFFA Board 8 October 2021<\/em>
Accepted by JFFI Board September 2021<\/em>
Review due: August 2023<\/em><\/p><\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t\t\t

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All JFF policies and guidelines apply equally to JFFA and JFFI, as indicated in the Cooperation Agreement<\/p>

between the two organisation and are separately approved\/accepted by both Boards.<\/p>

JFFA refers to The John Fawcett Foundation incorporated in Australia<\/p>

JFFI refers to the Yayasan John Fawcett Indonesia<\/p>

JFF refers to the whole organisation (JFFA and JFFI)<\/p>

\u00a0<\/p>

PURPOSE OF THE POLICY<\/strong><\/p>

The purpose of this policy is to help members of the JFF Boards to effectively identify, disclose and manage<\/p>

any actual, potential or perceived conflicts of interest in order to protect the integrity of JFF and manage<\/p>

risk.<\/p>

\u00a0<\/p>

OBJECTIVE<\/strong><\/p>

The policy aims to ensure that the members of the JFF Boards are aware of their obligation to disclose any<\/p>

conflicts of interest that they may have, and to comply with this policy to ensure they effectively manage<\/p>

those conflicts of interest.<\/p>

\u00a0<\/p>

DEFINITION<\/strong><\/p>

A conflict of interest occurs when the personal interests of a person conflict with their responsibility to act<\/p>

in the best interests of JFF. Personal interests include the interests of the individual, as well as those of<\/p>

family, friends, or other organisations a person may be involved with or in which they have an interest.<\/p>

It also includes a conflict between a Board member\u2019s duty to JFF and another duty that the Board member<\/p>

has (for example, to another charity). A conflict of interest may be actual, potential or perceived and may<\/p>

be financial or non-financial.<\/p>

These situations present the risk that a person will make a decision based on, or affected by, these<\/p>

influences, rather than in the best interests of JFF, and must be managed accordingly.<\/p>

\u00a0<\/p>

POLICY<\/strong><\/p>

This policy has been developed to address conflicts of interest affecting JFF.<\/p>

We recognise that conflicts of interest are common, and they do not need to present a problem to JFF, as<\/p>

long as they are openly and effectively managed.<\/p>

It is the policy of JFF as well as a responsibility of the Boards, that ethical, legal, financial, or other conflicts<\/p>

of interest be avoided and that any such conflicts (where they do arise) do not conflict with the obligations<\/p>

to JFF.<\/p>

\u00a0<\/p>

JFF will manage conflicts of interest by requiring Board members to:<\/p>

1. avoid conflicts of interest where possible<\/p>

2. identify and disclose any conflicts of interest<\/p>

3. carefully manage any conflicts of interest<\/p>

4. follow this policy and respond to any breaches.<\/p>

\u00a0<\/p>

Responsibility of the Boards<\/strong><\/p>

The JFF Boards are responsible for:<\/p>

1. identifying, disclosing, and managing conflicts of interest across JFF<\/p>

2. monitoring compliance with this policy<\/p>

3. ensuring that members of the Boards are aware of the ACNC governance standards, particularly<\/p>

Governance Standard 5, and that they disclose any actual or perceived material conflicts of interests as<\/p>

required by Governance Standard 5.<\/p>

Reference: Conflict of interest policy | Australian Charities and Not-for-profi\u2026<\/p>

https:\/\/www.acnc.gov.au\/tools\/templates\/conflict-interest-policy\u00a02 of 4 6\/10\/20, 13:26<\/p>

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Identification and disclosure of conflicts of interest<\/strong><\/p>

1. Once an actual, potential or perceived conflict of interest is identified, it must be entered into the<\/p>

relevant Register of Interests, as well as being raised with the relevant Board.<\/p>

2. The Registers record information related to a conflict of interest, including the nature and extent of the<\/p>

conflict of interest and steps taken to address it.<\/p>

3. The JFFA Register of Interests is maintained by the International Coordinator.<\/p>

4. The JFFI Register of Interests is maintained by the Executive Manager in Bali.<\/p>

5. In a situation where every Board member shares a particular conflict, the Board should refer to ACNC<\/p>

Governance Standard 5 to ensure that proper disclosure occurs.<\/p>

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Confidentiality of disclosures<\/strong><\/p>

1. Access to the Register of Interests is restricted to Board members and the International Coordinator.<\/p>

2. Disclosure of a conflict of interest is made, discussed, and voted on at a Board meeting and included in<\/p>

the Minutes. Access to the Minutes to members of the public is at the discretion of the respective<\/p>

Chairmen.<\/p>

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ACTION REQUIRED FOR MANAGEMENT OF CONFLICTS OF INTEREST<\/strong><\/p>

Conflicts of interest of Board members<\/strong><\/p>

Once the conflict of interest has been appropriately disclosed, the Board (excluding the Board member<\/p>

who has made the disclosure, as well as any other conflicted Board member) decides whether or not those<\/p>

conflicted Board members should:<\/p>

1. vote on the matter<\/p>

2. participate in any debate<\/p>

3. be present in the room during the debate and the voting.<\/p>

In exceptional circumstances, such as where a conflict is very significant or likely to prevent a Board<\/p>

member from regularly participating in discussions, the Board will consider if it is appropriate for the<\/p>

person conflicted to resign from the Board.<\/p>

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Considerations<\/strong><\/p>

In deciding what approach to take, the Board will consider<\/p>

1. whether the conflict needs to be avoided or simply documented<\/p>

2. whether the conflict will impair the disclosing person\u2019s capacity to impartially participate in decisionmaking<\/p>

3. alternative options to avoid the conflict<\/p>

4. JFF\u2019S objects and resources<\/p>

5. the ACNC Conflict of Interest Policy<\/p>

6. the possibility of creating an appearance of improper conduct that might impair confidence in, or the<\/p>

reputation of, JFF.<\/p>

The approval of any action requires the agreement of at least a majority of the Board (excluding any<\/p>

conflicted Board member\/s) who are present and voting at the meeting. The action and result of the voting<\/p>

will be recorded in the Minutes of the meeting and in the Register of Interests.<\/p>

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COMPLIANCE WITH THIS POLICY<\/strong><\/p>

If the Board has a reason to believe that a person subject to the policy has failed to comply with it, the<\/p>

Board will investigate the circumstances.<\/p>

If it is found that this person has failed to disclose a conflict of interest, the Board may take action against<\/p>

them. This may include seeking to terminate their relationship with JFF.<\/p>

If a person suspects that a Board member has failed to disclose a conflict of interest, they must notify the<\/p>

Chairman of the Board.<\/p>

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CONTACTS<\/strong><\/p>

For questions about this policy, contact the Chairman of the relevant Board.<\/p>

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REVIEW<\/strong><\/p>

This policy will be reviewed every two years, in conjunction with the Registers of Interest.<\/p>

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RELATED POLICIES AND GUIDELINES<\/strong><\/p>

\u2022 Cooperation Agreemente between JFFA and JFFI<\/p>

\u2022 Risk Management Framework<\/p>

\u2022 Procurement Guidelines<\/p>

\u2022 Ethical Decision-Making Framework<\/p>

\u2022 Prevention of Financial Wrongdoing, Bribery & Corruption<\/p>

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2019 Policy revised: June 2021<\/em><\/p>

Approved by JFFA Board 8 October 2021<\/em><\/p>

Accepted by JFFI Board 12 August 2021<\/em><\/p>

Review due: August 2023<\/em><\/p><\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t\t\t

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All JFF policies and guidelines apply equally to JFFA and JFFI, as indicated in the Cooperation Agreement<\/p>

between the two organisation and are separately approved\/accepted by both Boards.<\/p>

JFFA refers to The John Fawcett Foundation incorporated in Australia<\/p>

JFFI refers to the Yayasan John Fawcett Indonesia<\/p>

JFF refers to the whole organisation (JFFA and JFFI)<\/p>

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GENERAL<\/strong><\/p>

The John Fawcett Foundation operates without alignment to any governmental, institutional, political<\/p>

or religious affiliation. Through its financial and management controls JFF ensures that no funds are<\/p>

expended outside its Mission, which states:<\/p>

The objects of JFF are to:<\/p>

\u2022 relieve suffering and distress of children and adults in Indonesia in the lower socio-economic<\/p>

group, occasioned through blindness and visual problems, and cleft and other deformities<\/p>

particularly in children, through the provision of medical equipment and medical services to cure,<\/p>

prevent and control such conditions and the provision of technical, advisory, welfare and support<\/p>

services<\/p>

\u2022 raise, receive, hold and invest funds to financially support such work<\/p>

\u2022 operate without alignment to any governmental, institutional, political or religious affiliation.<\/p>

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PERSONS TO WHOM THIS POLICY APPLIES<\/strong><\/p>

\u2022 JFFA and JFFI staff and their partners and associates<\/p>

\u2022 Members of the Boards of JFFA and JFFI<\/p>

\u2022 Volunteer and contracted service providers, consultants, advisers or trainers, their partners and<\/p>

associates<\/p>

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DEFINITIONS<\/strong><\/p>

Development and humanitarian activities: Activities undertaken to reduce poverty and address<\/p>

global justice issues. In the non-government organisation sector, this may occur through a range of<\/p>

engagements that includes community projects, humanitarian response and emergency<\/p>

management, community education, advocacy, volunteer sending, provision of technical and<\/p>

professional services and resources, environmental protection and restoration, and promotion and<\/p>

protection of human rights.<\/p>

Non-development activities: Includes activities undertaken to promote a particular religious<\/p>

adherence or to support a particular party, candidate or organisation affiliated to a political party.<\/p>

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POLICY<\/strong><\/p>

JFF will:<\/p>

1. ensure that no funds are expended on activities that are not embraced by JFF\u2019s mission statement<\/p>

2. refuse to accept any funding for an activity that involves attempts to convert people from one<\/p>

religion, belief, or opinion to another, or that supports a political party, candidate or organisation<\/p>

affiliated to a political party<\/p>

3. through its website, Annual Report, NewsUpdates and other promotional and fundraising material<\/p>

promote JFF as an organisation that operates without alignment to any governmental,<\/p>

institutional, political, or religious affiliation<\/p>

4. undertake regular training sessions for staff to ensure that they understand the difference between<\/p>

development and non-development activities<\/p>

5. make clear in its fundraising activities the purpose for which the funds are being raised<\/p>

6. provide regular reports to donors which confirm that the funds were expended for the purpose for<\/p>

which they were donated<\/p>

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REVIEW<\/strong><\/p>

This policy will be reviewed every two years.<\/p>

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RELATED POLICIES AND GUIDELINES<\/strong><\/p>

\u2022 Cooperation Agreement between JFFA and JFFI<\/p>

\u2022 Ethical Decision-Making Framework<\/p>

\u2022 Partnerships: Due Diligence & Capacity Assessment<\/p>

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2020 Policy revised: June 2021<\/em><\/p>

Approved by JFFA Board 8 October 2021<\/em><\/p>

Accepted by JFFI Board 12 August 2021<\/em><\/p>

Review due: August 2023<\/em><\/p><\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t\t\t

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JFF is committed to being transparent in its work and accountable to its stakeholders.<\/p>

We will share information about the Foundation and its projects with the people we assist, partner organisations, granting bodies, donors and supporters, volunteers and suppliers.<\/p>

We are aware that what information we publish and how we respond to requests for information are important aspects of our accountability and of how we garner support for our work. We will proactively publish information about the Foundation and its projects, and on request will disclose additional information, or give reasons for any decision not to disclose (eg to respect confidentiality or privacy).<\/p>

Individual donors\/donor groups will receive reports about programs they have supported including, numbers of people assisted and in what way and, if required, detailed financial reporting.<\/p>

All decisions about disclosure of information will be made on the basis of the potential impact on our work with people from the lower socio-economic group who require assistance.<\/p>

We welcome feedback from stakeholders on all aspects of our work, both positive and negative, as this helps us to maintain the quality of service we strive to achieve and will aim to respond to such feedback in a timely manner.<\/p>

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2018 Privacy Poliicy and 2019 Information Management Policy combined: June 2021<\/em><\/p>

Approved by JFFA Board 2 July 2021<\/em><\/p>

Approved by JFFI Board 2 July 2021<\/em><\/p>

Review due: August 2023<\/em><\/p><\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t\t\t

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PRINCIPLE<\/strong><\/p>

JFF has zero tolerance of financial wrongdoing, bribery and corruption and the prevention of these occurring are a high priority.<\/p>

The purpose of this policy is to communicate clear expectations regarding the prevention of financial wrongdoing to our stakeholders, ensure that relevant stakeholders are aware of their responsibilities in the prevention and reporting of financial wrongdoing, and provide guidance for the investigation of any allegations of financial wrongdoing.<\/p>

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PERSONS TO WHOM THIS POLICY APPLIES<\/strong><\/p>