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Sample Policies & Documents

Below are samples of some of the documents necessary for the Accountability Wizard review. Feel free to use these documents and adapt them according to your organization’s needs, or use them as a reference for updating your existing materials.

Annual Report — Our standard requires your organization to share the following information annually with the public (in print or on the web): mission statement; description of community/population and geographic area served; description of major programs, activities, goals and accomplishments; cost of major programs (as defined by Form 990); GAAP financial statements; list of the board of directors.

Board Financial Report — Our standard requires that the board of directors receives financial reports which compare actual to budgeted income and expense.

Board Meeting Minutes; Tips for Taking Minutes — Use this document as a guide to improve your organization’s board meeting minutes.

Board Resolution Form — Optional resolution signed by the board acknowledging its adherence to the Accountability Standards.

Conflict of Interest Policy — Our standard requires that the policy addresses both board and key staff, and includes a definition of a conflict, a disclosure and recusal process, a procedure for annual disclosure, and an annual disclosure form.

Discontinue Contact Policy — Our standard requires that the policy states that upon a person’s “written or oral request” to the charity, its professional fundraiser or other agent, contact will be discontinued.

Diversity Assessment Tool — Our standard requires that a written assessment should identifies the community and constituents served by the organization in meeting its mission and evaluates whether the composition of the organization (including, for example, board, staff, volunteers, donors, vendors and partners) reflects the diversity of the community it serves. This tool was developed by the YWCA of Minneapolis.

Document Retention Policy — Our standard requires that the policy provides clear timelines for the retention of key governing, legal, audit, and financial documents.

Donor Information Security Guidelines — Our standard requires your organization provides a secure environment for collecting donations and maintains internal controls governing the safekeeping of all confidential donor financial and personal information.

Donor Privacy - Guidelines for writing a policy (not a sample policy) — Our standard requires a privacy policy on your organization’s website or by request, which describes how donor information is collected and used, provides the opportunity for donors to “opt-out” of making their information available or shared, and includes a discontinue contact policy.

Event Brochure (with tax disclosure) — Our standard requires that solicitations include the following information: name of your organization, address/phone number, purpose/program for which the funds will be used, declaration of the tax deductibility of a contribution.

Fundraising Disclosures/Solicitation Checklist — Checklist of elements to be included in all fundraising materials.

Logic Model Guide — Published by the W.K. Kellogg Foundation, this guide provides an orientation to the underlying principles and language of a program logic model.

Travel & Reimbursement Policy — Our standard requires that the policy includes a definition of reasonable expenses, a process for documenting expenses, and a procedure for reimbursement. (If your organization does not currently have a policy, one can be adopted during the review process.

Whistleblower Policy — Our standard requires that the policy includes a procedure for reporting, ensure confidentiality of reportee, and contain a non-retaliation clause.