[{"id":"2360deaf-ee79-4861-867e-43397a56e7de","order":1,"text":"[Organisation name]","fontSize":"20","textAlign":"center","bold":true,"underline":false,"marginBottom":"0","cflou":false,"active":true},{"id":"cd5bbabc-5a86-4fb0-a06d-a49d7cbc2040","order":2,"text":"GOVERNANCE POLICY PACK","fontSize":"22","textAlign":"center","bold":true,"underline":false,"marginBottom":"6","cflou":false,"active":true},{"id":"13a3688a-03f8-4f1e-ad1f-5a52edb0722d","order":3,"text":"Complaints Handling & Feedback | Privacy | Financial Controls","fontSize":"14","textAlign":"center","bold":false,"underline":false,"marginBottom":"30","cflou":false,"active":true},{"id":"535deba7-7c56-4a5f-99f5-5e5d105ec5a8","order":4,"text":"1. PURPOSE AND SCOPE","fontSize":"16","textAlign":"left","bold":true,"underline":false,"marginBottom":"10","cflou":false,"active":true,"marginTop":"20","sectionNum":"S01"},{"id":"812c9eec-b370-4b87-9289-40cb1b2014c4","order":5,"text":"This Governance Policy Pack (the "Policies") is adopted by [Organisation name] (ABN [ABN]), being an incorporated association (the "Organisation"). It brings together the Organisation's core governance instruments: a Complaints Handling and Feedback Policy, a Privacy Policy, and a Financial Controls Policy, together with the integrity policies set out below (conflicts of interest, fraud and corruption control, related party transactions, protected disclosures, and child safety and safeguarding).","fontSize":"14","textAlign":"left","bold":false,"underline":false,"marginBottom":"10","cflou":false,"active":true},{"id":"6a376464-4d7b-42bf-8fbb-c8835973a148","order":6,"text":"The Policies are designed to support the Organisation's accountability to its members, funders, donors, beneficiaries, staff, volunteers and the public, and to evidence sound governance to grant-makers and regulators. They apply to all directors, committee members, officers, employees, volunteers, contractors and agents of the Organisation (together, "Personnel") in the performance of their duties for the Organisation.","fontSize":"14","textAlign":"left","bold":false,"underline":false,"marginBottom":"10","cflou":false,"active":true},{"id":"d2ad4b59-a343-4c16-890c-81e98ed16bf0","order":7,"text":"The Organisation is an incorporated association registered under the Associations Incorporation legislation of its State or Territory of incorporation.","fontSize":"14","textAlign":"left","bold":false,"underline":false,"marginBottom":"10","cflou":false,"active":true,"displayConditions":[{"field":"c27c25eb-ed78-497b-be77-a7765dfcc670","value":"an incorporated association","type":"add","operator":"="}]},{"id":"46914c01-7c69-425d-82ba-978b45c2338b","order":8,"text":"The Organisation is a company limited by guarantee registered under the Corporations Act 2001 (Cth) and, as a not-for-profit, is prohibited by its constitution from distributing profits or assets to its members.","fontSize":"14","textAlign":"left","bold":false,"underline":false,"marginBottom":"10","cflou":false,"active":true,"displayConditions":[{"field":"c27c25eb-ed78-497b-be77-a7765dfcc670","value":"a company limited by guarantee","type":"add","operator":"="}]},{"id":"8fac3296-20a1-426e-b61f-5c5eeb47f743","order":9,"text":"The Organisation is a not-for-profit entity and applies its income and assets solely towards its purposes.","fontSize":"14","textAlign":"left","bold":false,"underline":false,"marginBottom":"10","cflou":false,"active":true,"displayConditions":[{"field":"c27c25eb-ed78-497b-be77-a7765dfcc670","value":"a not-for-profit organisation","type":"add","operator":"="}]},{"id":"f21f2e6d-7657-4170-a86a-a96972e67e08","order":10,"text":"The Organisation is registered as a charity with the Australian Charities and Not-for-profits Commission (the "ACNC") and is committed to meeting the ACNC Governance Standards on an ongoing basis.","fontSize":"14","textAlign":"left","bold":false,"underline":false,"marginBottom":"10","cflou":false,"active":true,"displayConditions":[{"field":"7e52c2e5-ecb9-4402-bfbb-7ea86bb123e4","value":"yes","type":"add","operator":"="}]},{"id":"9860a622-a61a-40d3-9d00-dd6cc8cf650c","order":11,"text":"The Organisation is not currently registered with the ACNC; where it becomes so registered, or where a funder requires it, the Organisation will apply these Policies consistently with the ACNC Governance Standards.","fontSize":"14","textAlign":"left","bold":false,"underline":false,"marginBottom":"10","cflou":false,"active":true,"displayConditions":[{"field":"7e52c2e5-ecb9-4402-bfbb-7ea86bb123e4","value":"no","type":"add","operator":"="}]},{"id":"6cdedad0-6ef0-4f36-8433-886cf84b7133","order":12,"text":"2. DEFINITIONS","fontSize":"16","textAlign":"left","bold":true,"underline":false,"marginBottom":"10","cflou":false,"active":true,"marginTop":"20","sectionNum":"S02"},{"id":"5d38d463-71b8-45fc-9beb-a1124d451a31","order":13,"text":"In these Policies, unless the context requires otherwise: "Governing Body" means the governing body of the Organisation, being the Board; "business day" means a day that is not a Saturday, Sunday or public holiday in the place where the Organisation has its principal office; "Complaint" means an expression of dissatisfaction about the Organisation's services, activities, Personnel, decisions or conduct, or about the handling of a previous complaint, where a response or resolution is expected; "Feedback" includes compliments, suggestions and general comments; "Conflict of Interest" means any interest, whether pecuniary or non-pecuniary and whether actual, potential or perceived, that could improperly influence, or be seen to influence, a person in the performance of their duties for the Organisation; and "Related Party" has the meaning given by the ACNC Act and includes the Organisation's Responsible People and their close associates.","fontSize":"14","textAlign":"left","bold":false,"underline":false,"marginBottom":"10","cflou":false,"active":true},{"id":"742cc3ff-a31d-41ce-9208-88bb87badb6d","order":14,"text":""Personal Information" and "sensitive information" have the meanings given in the Privacy Act 1988 (Cth); "APPs" means the Australian Privacy Principles in Schedule 1 to that Act; "OAIC" means the Office of the Australian Information Commissioner; "eligible data breach" has the meaning given in Part IIIC of the Privacy Act 1988 (Cth); "Responsible People" means the directors, committee members or other persons responsible for governing the Organisation; and "Funds" means all money and financial assets of the Organisation, including grant, donation and fundraising proceeds.","fontSize":"14","textAlign":"left","bold":false,"underline":false,"marginBottom":"10","cflou":false,"active":true},{"id":"21766759-0de8-4798-8106-accd90037843","order":15,"text":"3. GOVERNANCE AND RESPONSIBILITY","fontSize":"16","textAlign":"left","bold":true,"underline":false,"marginBottom":"10","cflou":false,"active":true,"marginTop":"20","sectionNum":"S03"},{"id":"697190dd-9189-46e9-8164-67866e605fcb","order":16,"text":"Ultimate responsibility for these Policies, and for the Organisation's governance, risk and compliance framework, rests with the Governing Body (being the Board). Day-to-day responsibility for administering the Policies is delegated to the [Policy owner role], who maintains them, promotes awareness among Personnel, and reports to the Governing Body on their operation.","fontSize":"14","textAlign":"left","bold":false,"underline":false,"marginBottom":"10","cflou":false,"active":true},{"id":"6f59c997-32b7-4777-9845-b50b56c13926","order":17,"text":"These Policies take effect on [Effective date] and are reviewed annually, and additionally whenever there is a material change in the law, the Organisation's activities or a funder's requirements.","fontSize":"14","textAlign":"left","bold":false,"underline":false,"marginBottom":"10","cflou":false,"active":true},{"id":"327152e5-c884-4364-b6a3-2374e940fae4","order":18,"text":"The Organisation maintains a culture in which raising concerns is encouraged and treated as an opportunity to improve. Personnel must comply with these Policies; a failure to do so may result in action under the Breach of Policy section of this document.","fontSize":"14","textAlign":"left","bold":false,"underline":false,"marginBottom":"10","cflou":false,"active":true},{"id":"2b284212-45df-441a-a37f-afcacef534ec","order":19,"text":"PART A — COMPLAINTS HANDLING AND FEEDBACK POLICY","fontSize":"16","textAlign":"center","bold":true,"underline":false,"marginBottom":"10","cflou":false,"active":true,"marginTop":"20"},{"id":"a650c4ac-0dd7-4e51-9b6c-398c3b5bd89b","order":20,"text":"4. COMPLAINTS HANDLING — PRINCIPLES","fontSize":"16","textAlign":"left","bold":true,"underline":false,"marginBottom":"10","cflou":false,"active":true,"marginTop":"20","sectionNum":"S04"},{"id":"7ebcee4e-8b38-4908-999e-b61694f88ba3","order":21,"text":"The Organisation is committed to fair, accessible, responsive, confidential and accountable complaint handling, consistent with the principles reflected in the Australian Standard on complaint management (AS/NZS 10002) and the ACNC's guidance for charities. Complaints are handled with procedural fairness, without charge to the complainant, and are used to identify and correct systemic issues.","fontSize":"14","textAlign":"left","bold":false,"underline":false,"marginBottom":"10","cflou":false,"active":true},{"id":"5187a1b9-8d23-4331-aa74-5cedb00f2f9d","order":22,"text":"A person may make a Complaint whether or not they are a member, client, donor or beneficiary of the Organisation. Anonymous complaints are accepted and assessed on their merits, recognising that anonymity may limit the Organisation's ability to investigate or provide a response.","fontSize":"14","textAlign":"left","bold":false,"underline":false,"marginBottom":"10","cflou":false,"active":true},{"id":"98402717-5e01-434b-8772-f12abfd9f8e6","order":23,"text":"5. HOW TO MAKE A COMPLAINT","fontSize":"16","textAlign":"left","bold":true,"underline":false,"marginBottom":"10","cflou":false,"active":true,"marginTop":"20","sectionNum":"S05"},{"id":"64247c80-58a6-470c-9358-8e3cb564d495","order":24,"text":"Complaints and feedback may be directed to the [Complaints officer role] by any of the following means: by email to [Complaints email]; by telephone on [Complaints phone]; or by post to [Postal address]. Complainants are asked to provide as much detail as possible, including what happened, when, who was involved, and the outcome they are seeking.","fontSize":"14","textAlign":"left","bold":false,"underline":false,"marginBottom":"10","cflou":false,"active":true},{"id":"2413ecb9-8db1-40af-8b98-f014255fdb84","order":25,"text":"The Organisation will make reasonable adjustments to assist complainants who require support to make a complaint, including those from culturally and linguistically diverse backgrounds and people with disability, and welcomes the involvement of an advocate or support person of the complainant's choosing.","fontSize":"14","textAlign":"left","bold":false,"underline":false,"marginBottom":"10","cflou":false,"active":true},{"id":"716751c5-6df2-469f-b37e-0915465537ec","order":26,"text":"6. COMPLAINTS PROCESS — ACKNOWLEDGEMENT, ASSESSMENT AND RESOLUTION","fontSize":"16","textAlign":"left","bold":true,"underline":false,"marginBottom":"10","cflou":false,"active":true,"marginTop":"20","sectionNum":"S06"},{"id":"5d277c46-68f2-4611-8419-5bbb8f2f0232","order":27,"text":"Acknowledgement. The Organisation will acknowledge each Complaint within 2 business days of receipt, confirming who is handling it and the likely timeframe.","fontSize":"14","textAlign":"left","bold":false,"underline":false,"marginBottom":"10","cflou":false,"active":true},{"id":"4c4dc780-e875-4b25-a7ea-0a999e93e306","order":28,"text":"Assessment and investigation. Each Complaint is assessed on its merits and, where appropriate, investigated impartially by a person with no personal involvement in the matter. Complaints raising a serious risk to a person's safety, to Funds, or to the Organisation's legal obligations are given priority and escalated to the Governing Body.","fontSize":"14","textAlign":"left","bold":false,"underline":false,"marginBottom":"10","cflou":false,"active":true},{"id":"87e37a74-c6a2-4559-9ba1-aa12e656fec0","order":29,"text":"Resolution and response. The Organisation aims to resolve Complaints and provide a written response within 20 business days. Where a Complaint cannot be resolved within that period, the complainant will be informed of the reason, the revised timeframe and their right to escalate. The response will explain the outcome, the reasons for it, and any internal review or external avenues available.","fontSize":"14","textAlign":"left","bold":false,"underline":false,"marginBottom":"10","cflou":false,"active":true},{"id":"13ea2693-36f0-47e4-8a9d-afec7145128f","order":30,"text":"Internal review. A complainant who is dissatisfied with the outcome may request an internal review by a more senior officer or by the Governing Body, who will not have been involved in the original decision.","fontSize":"14","textAlign":"left","bold":false,"underline":false,"marginBottom":"10","cflou":false,"active":true},{"id":"efba45f8-8d9d-4b4e-9ae6-ec3998b16089","order":31,"text":"Unreasonable conduct. The Organisation deals with all complainants respectfully. Where a complainant behaves in a way that is unreasonable or places disproportionate demands on the Organisation's resources, the Organisation may, after warning the complainant in writing, place proportionate limits on how it manages the contact, while still dealing with any genuine issues raised.","fontSize":"14","textAlign":"left","bold":false,"underline":false,"marginBottom":"10","cflou":false,"active":true},{"id":"a55fb387-f8c5-43ae-a203-8b53771b0440","order":32,"text":"7. CONFIDENTIALITY, PROTECTION FROM DETRIMENT AND RECORD KEEPING","fontSize":"16","textAlign":"left","bold":true,"underline":false,"marginBottom":"10","cflou":false,"active":true,"marginTop":"20","sectionNum":"S07"},{"id":"8e7f127e-94f9-464a-a5d0-d244ca0c1736","order":33,"text":"Information about a Complaint is collected, used and disclosed only for the purpose of handling it and improving the Organisation's services, and is otherwise dealt with in accordance with the Privacy Policy in Part B. The identity of a complainant is disclosed only on a need-to-know basis or as required by law.","fontSize":"14","textAlign":"left","bold":false,"underline":false,"marginBottom":"10","cflou":false,"active":true},{"id":"0bece737-f162-4f96-9fc1-ecf80d307f1d","order":34,"text":"No person will be subjected to victimisation, disadvantage or reprisal for making a Complaint or providing information in good faith. Any such conduct is itself a serious breach of these Policies. Where a Complaint amounts to a disclosure of reportable wrongdoing, it is also dealt with under the Protected Disclosures (Whistleblower) Policy in Part D.","fontSize":"14","textAlign":"left","bold":false,"underline":false,"marginBottom":"10","cflou":false,"active":true},{"id":"c47cd01c-3642-4cfe-8cf9-7d27ef74f24e","order":35,"text":"The Organisation maintains a secure register of Complaints recording the date received, nature, actions taken, outcome and timeframes, and reports de-identified complaint trends to the Governing Body at least annually to support continuous improvement. Complaint records are retained for a minimum of seven years.","fontSize":"14","textAlign":"left","bold":false,"underline":false,"marginBottom":"10","cflou":false,"active":true},{"id":"510c1d49-d76e-41a8-8bb7-c3330552597c","order":36,"text":"8. ESCALATION AND EXTERNAL AVENUES","fontSize":"16","textAlign":"left","bold":true,"underline":false,"marginBottom":"10","cflou":false,"active":true,"marginTop":"20","sectionNum":"S08"},{"id":"ff8c53d8-30b1-4d0d-a5d0-05f9e513b55c","order":37,"text":"If a complainant remains dissatisfied after the Organisation's internal process, or considers the matter warrants external attention, they may raise it with an appropriate external body. Depending on the subject matter, these may include the ACNC (for concerns about a registered charity's compliance with the ACNC Act or Governance Standards), the OAIC (for privacy concerns), the relevant State or Territory fair trading, consumer affairs or associations regulator, and, for fundraising matters, the relevant State or Territory fundraising authority. Contact details for these bodies are available on their respective websites.","fontSize":"14","textAlign":"left","bold":false,"underline":false,"marginBottom":"10","cflou":false,"active":true},{"id":"6e2f5b51-ac57-443a-92ef-ce3cba7bb97d","order":38,"text":"PART B — PRIVACY POLICY","fontSize":"16","textAlign":"center","bold":true,"underline":false,"marginBottom":"10","cflou":false,"active":true,"marginTop":"20"},{"id":"d150a1ba-a47e-4fe6-87df-784387013f99","order":39,"text":"9. PRIVACY — APPLICATION AND COMMITMENT","fontSize":"16","textAlign":"left","bold":true,"underline":false,"marginBottom":"10","cflou":false,"active":true,"marginTop":"20","sectionNum":"S09"},{"id":"8de33439-1590-47a3-b4f3-abe29751d00b","order":40,"text":"The Organisation respects the privacy of individuals and is committed to handling Personal Information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles. This Policy explains how the Organisation collects, holds, uses, discloses and secures Personal Information, and how individuals may access or correct it or make a privacy complaint.","fontSize":"14","textAlign":"left","bold":false,"underline":false,"marginBottom":"10","cflou":false,"active":true},{"id":"f5030f6a-391d-40d0-8f3b-9034493d68de","order":41,"text":"Whether or not the Organisation is presently an "APP entity" bound by the Privacy Act (for example by reason of its annual turnover), the Organisation adopts the Australian Privacy Principles as its minimum standard and applies this Policy to all Personal Information it handles, as a matter of good governance and to meet the expectations of funders and the community.","fontSize":"14","textAlign":"left","bold":false,"underline":false,"marginBottom":"10","cflou":false,"active":true},{"id":"e83c2bcb-ff49-4eeb-9317-225b73a4ee94","order":42,"text":"10. COLLECTION OF PERSONAL INFORMATION","fontSize":"16","textAlign":"left","bold":true,"underline":false,"marginBottom":"10","cflou":false,"active":true,"marginTop":"20","sectionNum":"S10"},{"id":"8bdb9acd-2b78-47ae-bbf5-8cea4becefef","order":43,"text":"The Organisation collects only Personal Information that is reasonably necessary for its functions and activities, including administering membership; delivering programs and services; engaging staff, volunteers and contractors; processing donations and grants; and communicating with stakeholders. Sensitive information is collected only with consent or where otherwise permitted by law.","fontSize":"14","textAlign":"left","bold":false,"underline":false,"marginBottom":"10","cflou":false,"active":true},{"id":"730881fc-bf03-402c-b4bc-7161b704f20e","order":44,"text":"Wherever practicable, Personal Information is collected directly from the individual and by lawful and fair means. At or before the time of collection, the Organisation takes reasonable steps to notify individuals of the matters required by the APPs, including the purposes of collection, the consequences if information is not provided, and how to access this Policy.","fontSize":"14","textAlign":"left","bold":false,"underline":false,"marginBottom":"10","cflou":false,"active":true},{"id":"703bc3f5-5ca6-4748-83c4-2b8694afd1d1","order":45,"text":"11. USE AND DISCLOSURE","fontSize":"16","textAlign":"left","bold":true,"underline":false,"marginBottom":"10","cflou":false,"active":true,"marginTop":"20","sectionNum":"S11"},{"id":"c7ba39d5-2ad0-434f-b582-02e76e76aa8f","order":46,"text":"The Organisation uses and discloses Personal Information for the primary purpose for which it was collected, for directly related secondary purposes that the individual would reasonably expect, and otherwise with consent or as required or authorised by law. The Organisation does not sell Personal Information.","fontSize":"14","textAlign":"left","bold":false,"underline":false,"marginBottom":"10","cflou":false,"active":true},{"id":"a2701647-4b7f-4437-b402-e49055289207","order":47,"text":"Personal Information may be disclosed to service providers who assist the Organisation (such as IT, payment, auditing and mailing providers) on terms requiring them to protect it, and to regulators or law enforcement where required or authorised by law.","fontSize":"14","textAlign":"left","bold":false,"underline":false,"marginBottom":"10","cflou":false,"active":true},{"id":"1bef9f23-3521-4415-9305-c230831f72e2","order":48,"text":"12. DIRECT MARKETING AND FUNDRAISING COMMUNICATIONS","fontSize":"16","textAlign":"left","bold":true,"underline":false,"marginBottom":"10","cflou":false,"active":true,"marginTop":"20","sectionNum":"S12","displayConditions":[{"field":"c5eedbbd-44fe-4907-a859-8762a7793f1a","value":"yes","type":"add","operator":"="}]},{"id":"fc7b05a5-3e97-4afd-8d99-3caa4ce71a0f","order":49,"text":"Where the Organisation uses Personal Information for direct marketing or fundraising communications, it does so only as permitted by the APPs and applicable laws, including the Spam Act 2003 (Cth) and the Do Not Call Register Act 2006 (Cth). Every such communication includes a simple, no-cost means of opting out, and the Organisation gives effect to opt-out requests promptly. The Organisation also complies with the fundraising requirements of each State or Territory in which it fundraises.","fontSize":"14","textAlign":"left","bold":false,"underline":false,"marginBottom":"10","cflou":false,"active":true,"displayConditions":[{"field":"c5eedbbd-44fe-4907-a859-8762a7793f1a","value":"yes","type":"add","operator":"="}]},{"id":"617c8ced-3fd9-49b3-a055-1224aa19ff1b","order":50,"text":"13. DISCLOSURE OF PERSONAL INFORMATION OVERSEAS","fontSize":"16","textAlign":"left","bold":true,"underline":false,"marginBottom":"10","cflou":false,"active":true,"marginTop":"20","sectionNum":"S13","displayConditions":[{"field":"3f7aa41e-bb2c-4da6-90a0-720c7433cac7","value":"yes","type":"add","operator":"="}]},{"id":"a8e97b07-e56f-4d4f-89fe-ad906df7e91a","order":51,"text":"The Organisation may disclose Personal Information to recipients located overseas, including where it uses cloud-based or hosted services. The countries in which such recipients are likely to be located include [Countries]. Before disclosing Personal Information overseas, the Organisation takes reasonable steps to ensure the overseas recipient handles it consistently with the Australian Privacy Principles, except to the extent an exception under APP 8 applies.","fontSize":"14","textAlign":"left","bold":false,"underline":false,"marginBottom":"10","cflou":false,"active":true,"displayConditions":[{"field":"3f7aa41e-bb2c-4da6-90a0-720c7433cac7","value":"yes","type":"add","operator":"="}]},{"id":"49f581b2-13f4-4360-b1fc-20f2301356c6","order":52,"text":"14. DATA QUALITY, SECURITY AND RETENTION","fontSize":"16","textAlign":"left","bold":true,"underline":false,"marginBottom":"10","cflou":false,"active":true,"marginTop":"20","sectionNum":"S14"},{"id":"e8d1ae18-69b8-4526-8833-290c277d826f","order":53,"text":"The Organisation takes reasonable steps to ensure the Personal Information it holds is accurate, up to date and complete, and to protect it from misuse, interference and loss and from unauthorised access, modification or disclosure, through physical, technical and administrative safeguards appropriate to its size and risk.","fontSize":"14","textAlign":"left","bold":false,"underline":false,"marginBottom":"10","cflou":false,"active":true},{"id":"8713d5aa-1e5a-49f9-b214-693dad094d11","order":54,"text":"Personal Information is retained only for as long as it is needed for the purposes for which it was collected or as required by law, and is then securely destroyed or de-identified. In the event of an eligible data breach, the Organisation will respond in accordance with the Notifiable Data Breaches scheme where it applies, including assessing the breach and notifying affected individuals and the OAIC where required.","fontSize":"14","textAlign":"left","bold":false,"underline":false,"marginBottom":"10","cflou":false,"active":true},{"id":"b0900447-a7a2-473b-9381-41079c38cd6d","order":55,"text":"15. ACCESS, CORRECTION AND PRIVACY COMPLAINTS","fontSize":"16","textAlign":"left","bold":true,"underline":false,"marginBottom":"10","cflou":false,"active":true,"marginTop":"20","sectionNum":"S15"},{"id":"9b0cffba-d30f-451c-bc85-8f556186a484","order":56,"text":"An individual may request access to, or correction of, the Personal Information the Organisation holds about them by contacting the [Privacy officer role] at [Privacy email]. The Organisation will respond within a reasonable period (and, where the Privacy Act applies, within 30 days), and will provide access or make the correction unless an exception under the APPs applies, in which case it will give written reasons.","fontSize":"14","textAlign":"left","bold":false,"underline":false,"marginBottom":"10","cflou":false,"active":true},{"id":"5fa15a3f-30cd-4baf-9094-32b6ecc08254","order":57,"text":"Privacy complaints are handled under the Complaints Handling and Feedback Policy in Part A. If an individual is dissatisfied with the Organisation's response, they may complain to the OAIC.","fontSize":"14","textAlign":"left","bold":false,"underline":false,"marginBottom":"10","cflou":false,"active":true},{"id":"b8a4f80c-9fa4-4f19-9248-fc0dd564fe90","order":58,"text":"PART C — FINANCIAL CONTROLS POLICY","fontSize":"16","textAlign":"center","bold":true,"underline":false,"marginBottom":"10","cflou":false,"active":true,"marginTop":"20"},{"id":"c5d7284c-089c-4953-a7b8-8efbc0a440bb","order":59,"text":"16. FINANCIAL CONTROLS — OBJECTIVES AND SEGREGATION OF DUTIES","fontSize":"16","textAlign":"left","bold":true,"underline":false,"marginBottom":"10","cflou":false,"active":true,"marginTop":"20","sectionNum":"S16"},{"id":"cdd29c14-9691-430c-8776-df5dfddcfb11","order":60,"text":"The purpose of this Policy is to safeguard the Organisation's Funds and assets, ensure that expenditure is properly authorised and applied only towards the Organisation's purposes, maintain accurate financial records, and provide assurance to members, funders and regulators. Overall oversight of financial management rests with the Governing Body, supported by the Treasurer.","fontSize":"14","textAlign":"left","bold":false,"underline":false,"marginBottom":"10","cflou":false,"active":true},{"id":"971a46d1-d53d-4bf3-85e7-810fcd144a87","order":61,"text":"So far as the Organisation's size permits, duties are segregated so that no single person controls all stages of a financial transaction. In particular, the person who authorises a payment should not be the same person who records it and reconciles the bank account. Where limited Personnel make full segregation impracticable, compensating controls apply, including independent review of bank reconciliations by a member of the Governing Body.","fontSize":"14","textAlign":"left","bold":false,"underline":false,"marginBottom":"10","cflou":false,"active":true},{"id":"4d7fdb71-37ec-4497-8d23-8eb1a61a5144","order":62,"text":"17. RECEIPTING AND BANKING OF INCOMING FUNDS","fontSize":"16","textAlign":"left","bold":true,"underline":false,"marginBottom":"10","cflou":false,"active":true,"marginTop":"20","sectionNum":"S17"},{"id":"e103b1d6-d3ce-47d3-9a3a-fc194585dd0f","order":63,"text":"All money received by or on behalf of the Organisation is promptly recorded and banked intact to an account held in the Organisation's name with [Bank]. Funds are not used to make direct disbursements before banking. A receipt is issued for donations and other income where required, and tax-deductible receipts are issued only where the Organisation is entitled to do so.","fontSize":"14","textAlign":"left","bold":false,"underline":false,"marginBottom":"10","cflou":false,"active":true},{"id":"961b8d25-1698-4a4b-b737-1f8a00b1f9d0","order":64,"text":"Incoming Funds are reconciled against records of expected income (such as grant agreements, invoices and fundraising records), and any discrepancy is investigated and reported to the Governing Body. Cash handling, where it occurs, is subject to dual counting and secure storage pending banking.","fontSize":"14","textAlign":"left","bold":false,"underline":false,"marginBottom":"10","cflou":false,"active":true},{"id":"844c32c5-2612-407f-87b5-ed35c0835c94","order":65,"text":"18. EXPENDITURE APPROVAL AND DELEGATIONS","fontSize":"16","textAlign":"left","bold":true,"underline":false,"marginBottom":"10","cflou":false,"active":true,"marginTop":"20","sectionNum":"S18"},{"id":"df398759-d653-4d08-9631-8055b041bbf9","order":66,"text":"All expenditure must be authorised in advance by a person holding the appropriate financial delegation, be supported by a valid tax invoice or equivalent documentation, and be within an approved budget or otherwise approved by the Governing Body. Expenditure is approved in accordance with the following delegations: amounts up to A$[Tier 1 limit] may be approved by an authorised officer; amounts above that limit and up to A$[Tier 2 limit] require approval by two authorised officers or the Treasurer; and amounts above A$[Tier 2 limit] require approval by the Governing Body.","fontSize":"14","textAlign":"left","bold":false,"underline":false,"marginBottom":"10","cflou":false,"active":true},{"id":"4ac5a3b3-1108-405b-9c0c-c70644e5427a","order":67,"text":"Payments are made by electronic funds transfer or cheque and are not made in cash except for minor petty cash disbursements under a documented petty cash system. Every payment of A$[Dual-signatory threshold] or more requires two authorised signatories, and no person may approve or sign for a payment in which they have a Conflict of Interest.","fontSize":"14","textAlign":"left","bold":false,"underline":false,"marginBottom":"10","cflou":false,"active":true},{"id":"461fe258-3b14-49a5-a133-e17e71ec4f01","order":68,"text":"19. REIMBURSEMENTS, PETTY CASH AND CORPORATE CARDS","fontSize":"16","textAlign":"left","bold":true,"underline":false,"marginBottom":"10","cflou":false,"active":true,"marginTop":"20","sectionNum":"S19"},{"id":"852fc148-ff7f-44b5-ac7f-ff4c9c470e2d","order":69,"text":"Personnel may be reimbursed for reasonable expenses properly incurred on the Organisation's behalf, provided the expense is supported by receipts, is within delegation, and is approved by a person other than the claimant. Reimbursement claims are submitted promptly and are paid within 30 days of approval. No person approves their own reimbursement.","fontSize":"14","textAlign":"left","bold":false,"underline":false,"marginBottom":"10","cflou":false,"active":true},{"id":"0137faf7-d876-4244-98d8-35e113066660","order":70,"text":"Any corporate credit or debit cards are issued only with Governing Body approval, are subject to individual limits, and are acquitted monthly against itemised receipts. Personal use of the Organisation's Funds, cards or assets is prohibited.","fontSize":"14","textAlign":"left","bold":false,"underline":false,"marginBottom":"10","cflou":false,"active":true},{"id":"d357f680-483a-441d-a5ff-e549274ccae6","order":71,"text":"20. GRANT FUNDS, RESTRICTED FUNDS AND ACQUITTAL","fontSize":"16","textAlign":"left","bold":true,"underline":false,"marginBottom":"10","cflou":false,"active":true,"marginTop":"20","sectionNum":"S20","displayConditions":[{"field":"93c24a8c-59c8-47dc-96fa-dda37fbc8888","value":"yes","type":"add","operator":"="}]},{"id":"a6576644-94bc-47b0-a527-b8d9ba095c47","order":72,"text":"Funds received under a grant or with a donor-imposed restriction are treated as restricted and applied only for the purposes and on the conditions specified. The Organisation maintains records enabling grant income and expenditure to be identified separately, monitors expenditure against the funded budget, and does not reallocate restricted Funds without the funder's prior written consent.","fontSize":"14","textAlign":"left","bold":false,"underline":false,"marginBottom":"10","cflou":false,"active":true,"displayConditions":[{"field":"93c24a8c-59c8-47dc-96fa-dda37fbc8888","value":"yes","type":"add","operator":"="}]},{"id":"45977b38-37ba-4a67-9a50-234578b2c91c","order":73,"text":"The Organisation prepares and submits accurate acquittal reports by the dates required by each funder, retains supporting documentation, and promptly notifies the funder of any material variation, underspend or inability to meet a condition. Unspent restricted Funds are dealt with in accordance with the relevant grant agreement.","fontSize":"14","textAlign":"left","bold":false,"underline":false,"marginBottom":"10","cflou":false,"active":true,"displayConditions":[{"field":"93c24a8c-59c8-47dc-96fa-dda37fbc8888","value":"yes","type":"add","operator":"="}]},{"id":"1bc1e235-9b18-4d6f-b297-719cd8036dac","order":74,"text":"21. FINANCIAL RECORDS, REPORTING AND AUDIT","fontSize":"16","textAlign":"left","bold":true,"underline":false,"marginBottom":"10","cflou":false,"active":true,"marginTop":"20","sectionNum":"S21"},{"id":"3bcfdb54-a67b-4083-8a48-8b97ec436670","order":75,"text":"The Organisation keeps true and fair financial records that correctly record and explain its transactions and financial position, and retains them for at least seven years. The Treasurer provides regular financial reports to the Governing Body, including income and expenditure against budget and the position of any restricted Funds.","fontSize":"14","textAlign":"left","bold":false,"underline":false,"marginBottom":"10","cflou":false,"active":true},{"id":"3010cb36-753c-4a65-9dbc-6081a9f600e3","order":76,"text":"The Organisation prepares annual financial statements and arranges review or audit as required by its constitution, its incorporating or corporations law, the ACNC (where registered) and any funder, and lodges all reports required by regulators by their due dates. The Governing Body monitors compliance with this Policy and reviews the adequacy of the Organisation's financial controls at least annually.","fontSize":"14","textAlign":"left","bold":false,"underline":false,"marginBottom":"10","cflou":false,"active":true},{"id":"abd32f3b-60ec-480d-9361-64506d3821cd","order":77,"text":"PART D — INTEGRITY AND CONDUCT POLICIES","fontSize":"16","textAlign":"center","bold":true,"underline":false,"marginBottom":"10","cflou":false,"active":true,"marginTop":"20"},{"id":"ddf3d9d3-308f-4f37-8da6-74ed6784cde5","order":78,"text":"22. CONFLICTS OF INTEREST","fontSize":"16","textAlign":"left","bold":true,"underline":false,"marginBottom":"10","cflou":false,"active":true,"marginTop":"20","sectionNum":"S22"},{"id":"68057090-140e-41ab-a5c6-52a2d3cda0d9","order":79,"text":"The Organisation manages Conflicts of Interest to protect its integrity and its charitable purposes, consistent with the duties of Responsible People and ACNC Governance Standard 5. Personnel must avoid situations in which a Conflict of Interest arises and must place the interests of the Organisation ahead of their own.","fontSize":"14","textAlign":"left","bold":false,"underline":false,"marginBottom":"10","cflou":false,"active":true},{"id":"c3888249-8a3c-41b0-845a-860a92028aae","order":80,"text":"A person who has, or may have, a Conflict of Interest must declare it promptly and fully to the Governing Body (or, for staff and volunteers, to their supervisor), and the declaration is recorded in a register of interests maintained by the Organisation. Unless the Governing Body resolves otherwise, the conflicted person must not be present for, or take part in, any discussion, decision or vote on the matter, and must not receive related confidential papers. The nature of the conflict and how it was managed are recorded in the minutes.","fontSize":"14","textAlign":"left","bold":false,"underline":false,"marginBottom":"10","cflou":false,"active":true},{"id":"d2c943ea-4a92-4def-8eec-6a98a44da0ea","order":81,"text":"23. FRAUD AND CORRUPTION CONTROL","fontSize":"16","textAlign":"left","bold":true,"underline":false,"marginBottom":"10","cflou":false,"active":true,"marginTop":"20","sectionNum":"S23"},{"id":"cfaf069f-0b87-4648-bc7a-488bd6255a39","order":82,"text":"The Organisation has zero tolerance for fraud, corruption, bribery, theft and misappropriation, whether by Personnel or third parties. It maintains preventative controls (including those in the Financial Controls Policy), promotes a control-conscious culture, and assesses fraud and corruption risks as part of its risk management.","fontSize":"14","textAlign":"left","bold":false,"underline":false,"marginBottom":"10","cflou":false,"active":true},{"id":"8d176c68-fa9a-4ae2-932d-822f3d788ef8","order":83,"text":"Any person who suspects fraud, corruption or other financial wrongdoing must report it immediately to the Governing Body or through the Protected Disclosures (Whistleblower) Policy. The Organisation responds promptly, secures evidence, investigates in a fair and confidential manner, takes appropriate disciplinary and recovery action, and reports the matter to the police, the ACNC or other regulators where required or appropriate. Reprisals against a person who reports a genuine suspicion are prohibited.","fontSize":"14","textAlign":"left","bold":false,"underline":false,"marginBottom":"10","cflou":false,"active":true},{"id":"abe15017-3c20-4497-bb92-98fd1228e7dd","order":84,"text":"24. RELATED PARTY TRANSACTIONS","fontSize":"16","textAlign":"left","bold":true,"underline":false,"marginBottom":"10","cflou":false,"active":true,"marginTop":"20","sectionNum":"S24"},{"id":"1154edad-3c27-425e-9de5-9b81095b6b7f","order":85,"text":"The Organisation enters into transactions with Related Parties only where the transaction is in the Organisation's best interests, is on arm's-length terms (or on terms more favourable to the Organisation), is properly authorised in accordance with the Conflicts of Interest section, and does not confer an impermissible private benefit.","fontSize":"14","textAlign":"left","bold":false,"underline":false,"marginBottom":"10","cflou":false,"active":true},{"id":"5a6b7af8-c174-474d-b3a3-4f408d0e7503","order":86,"text":"Related Party transactions are documented and disclosed, including as required in the Organisation's financial statements and, where the ACNC requires it, in its Annual Information Statement. A Related Party must not take part in the Organisation's decision to approve the transaction.","fontSize":"14","textAlign":"left","bold":false,"underline":false,"marginBottom":"10","cflou":false,"active":true},{"id":"b126b3a0-2e26-4504-92f3-f992c491e5ee","order":87,"text":"25. PROTECTED DISCLOSURES (WHISTLEBLOWER)","fontSize":"16","textAlign":"left","bold":true,"underline":false,"marginBottom":"10","cflou":false,"active":true,"marginTop":"20","sectionNum":"S25"},{"id":"285b6a2b-7f96-4af1-8dde-0af1a537d2f7","order":88,"text":"The Organisation encourages Personnel and others to report, without fear of reprisal, any reasonable suspicion of misconduct or of an improper state of affairs, including illegal conduct, fraud, corruption, endangerment of health or safety, or a serious breach of these Policies. Disclosures may be made to the Governing Body, the Chairperson, or a person nominated by the Organisation to receive them, and may be made anonymously.","fontSize":"14","textAlign":"left","bold":false,"underline":false,"marginBottom":"10","cflou":false,"active":true},{"id":"819d8c8e-156d-43d4-9a4c-34e0f70e3f41","order":89,"text":"The identity of a discloser, and information likely to reveal it, is kept confidential except as permitted by law. A person who makes a disclosure in good faith is protected from dismissal, disadvantage, harassment or any other detriment, and causing such detriment is itself a serious breach of these Policies. Disclosures are assessed and, where warranted, investigated fairly and impartially, and the discloser is kept informed so far as it is appropriate to do so.","fontSize":"14","textAlign":"left","bold":false,"underline":false,"marginBottom":"10","cflou":false,"active":true},{"id":"d2c3f113-1ee5-405b-bdd8-5f7a5b6ec86f","order":90,"text":"Because the Organisation is a company limited by guarantee, it is a regulated entity for the purposes of the whistleblower protections in Part 9.4AAA of the Corporations Act 2001 (Cth). This Policy is to be read and applied consistently with those protections, which prevail to the extent of any inconsistency.","fontSize":"14","textAlign":"left","bold":false,"underline":false,"marginBottom":"10","cflou":false,"active":true,"displayConditions":[{"field":"c27c25eb-ed78-497b-be77-a7765dfcc670","value":"a company limited by guarantee","type":"add","operator":"="}]},{"id":"ee54c426-be76-4acc-a9c7-ec991fdc10cb","order":91,"text":"26. CHILD SAFETY AND SAFEGUARDING","fontSize":"16","textAlign":"left","bold":true,"underline":false,"marginBottom":"10","cflou":false,"active":true,"marginTop":"20","sectionNum":"S26"},{"id":"31d0ca7b-833a-412b-9aa8-8dd1a8128d86","order":92,"text":"The Organisation is committed to the safety and wellbeing of children and other people at risk, and to a zero-tolerance approach to abuse, harm and neglect. So far as relevant to its activities, the Organisation applies the National Principles for Child Safe Organisations, screens Personnel who work with children (including through Working with Children Checks where required by State or Territory law), provides guidance and training, and empowers children and their families to raise concerns.","fontSize":"14","textAlign":"left","bold":false,"underline":false,"marginBottom":"10","cflou":false,"active":true},{"id":"a9ee3151-2420-4d8f-801f-a7d52db013f9","order":93,"text":"Any concern about the safety of a child or person at risk is treated as a priority, is dealt with under the Complaints and Protected Disclosures sections, and is reported to the police, child protection authorities or other regulators as required by law, including any applicable reportable conduct scheme. The Organisation does not treat its internal processes as a substitute for mandatory reporting obligations.","fontSize":"14","textAlign":"left","bold":false,"underline":false,"marginBottom":"10","cflou":false,"active":true},{"id":"3b37763b-75ce-4684-b68e-ce02567302b0","order":94,"text":"27. BREACH OF POLICY","fontSize":"16","textAlign":"left","bold":true,"underline":false,"marginBottom":"10","cflou":false,"active":true,"marginTop":"20","sectionNum":"S27"},{"id":"c15af238-97fd-43be-87ed-7e6ad0e2f4fe","order":95,"text":"A breach of these Policies is taken seriously and may result in action proportionate to the breach, including counselling, additional training, withdrawal of financial delegations, disciplinary action up to and including termination of employment or engagement, removal from office, and referral to the police or a regulator where unlawful conduct is suspected. Suspected fraud, misappropriation or serious misconduct is reported immediately to the Governing Body.","fontSize":"14","textAlign":"left","bold":false,"underline":false,"marginBottom":"10","cflou":false,"active":true},{"id":"5810f4b3-7181-478c-bf9a-dc9da5d744aa","order":96,"text":"28. REVIEW AND VERSION CONTROL","fontSize":"16","textAlign":"left","bold":true,"underline":false,"marginBottom":"10","cflou":false,"active":true,"marginTop":"20","sectionNum":"S28"},{"id":"53a9c138-67f5-4a34-98f8-aa15a9b7a726","order":97,"text":"These Policies are reviewed annually by the Governing Body, or sooner if required by a change in law, activities or funder requirements. Amendments take effect on approval by the Governing Body and supersede all earlier versions. This version takes effect on [Effective date].","fontSize":"14","textAlign":"left","bold":false,"underline":false,"marginBottom":"10","cflou":false,"active":true},{"id":"b5677106-cdfb-4808-a109-49b6486ddcf9","order":98,"text":"APPROVAL","fontSize":"16","textAlign":"center","bold":true,"underline":false,"marginBottom":"10","cflou":false,"active":true,"marginTop":"20"},{"id":"e27a6d4f-3e25-4419-98e0-50049549c421","order":99,"text":"These Policies were adopted by the Governing Body (being the Board) of [Organisation name] on [Adoption date].","fontSize":"14","textAlign":"left","bold":false,"underline":false,"marginBottom":"30","cflou":false,"active":true},{"id":"d676eea1-a760-4a56-a460-d8206fa34bde","order":100,"text":"Signed for and on behalf of the Organisation:","fontSize":"14","textAlign":"left","bold":false,"underline":false,"marginBottom":"30","cflou":false,"active":true},{"id":"bbbf9731-b73c-451c-aeb7-ef84b7c7be7f","order":101,"text":"_______________________________
[Chairperson name]
Chairperson","fontSize":"14","textAlign":"left","bold":false,"underline":false,"marginBottom":"20","cflou":false,"active":true},{"id":"24fb6d77-34e4-49c3-a5ab-7416fbbddb44","order":102,"text":"_______________________________
[Secretary name]
Secretary","fontSize":"14","textAlign":"left","bold":false,"underline":false,"marginBottom":"20","cflou":false,"active":true}]