This policy sets out the basic principles for conducting MakeWay business; key elements are professionalism and refraining from improper conduct. Most instances of improper conduct can be dealt with in the normal course of HR management, sometimes employing the conflict resolution process outlined at the end of this policy. Specific types of improper conduct will be addressed under the most relevant of the Respect in the Workplace Policy (harassment), Conflict of Interest Policy, Stakeholder Complaints Policy (for external stakeholders), or Whistle Blower Policy (fraud and dishonest conduct).

This policy is to be used in cases of alleged harassment. Harassment under this policy includes sexual, discriminatory, and personal harassment and examples of each are provided. A process for investigating and managing complaints is provided. This is the relevant policy when funders are asking whether we have a Board-approved anti-discrimination policy.

The format of this Conflict of Interest Policy is intentionally fairly general so that it can be applied across MakeWay’s operations, from the Board to projects to office staff. The policy recognizes that real and apparent conflicts are inevitable given the range of people involved in MakeWay’s work and their depth of involvement in their respective communities. The nub of recognizing a conflict is the presence of a divided loyalty which might influence decision making and provide a disproportionate benefit. Prompt disclosure of all conflicts is required.

The Stakeholder Complaints Policy facilitates people external to MakeWay registering concerns about our operations. The primary target users are stakeholders such as funders and donors, but members of the public are equally entitled to make use of the process under the policy. Complainants are encouraged to first discuss the concern with whomever they normally deal with at MakeWay. If that doesn’t result in a resolution of the issue or discussing the issue with the usual contact is not appropriate, the person may communicate higher up the management chain with the ultimate authority being the Chair of the Governance Committee (a subcommittee of the MakeWay Board of Directors). MakeWay reserves the right not to process complaints that are philosophical disagreements about mission or approach rather than concerns about operations.

Whistle blower policies are to deal specifically with fraudulent and dishonest conduct which would have serious financial or legal repercussions. In cases of lesser misconduct, internal situations can be dealt with at the manager/supervisor level using the Code of Conduct Policy, especially the “Resolving Conflict in the Workplace” section, and external situations can be dealt with through the Stakeholder Complaints Policy. In other cases, it is important to have a more formal process at higher levels of the organization–a VP or the Audit Committee. Direct access to the Audit Committee is one of the hallmarks of whistle blower policies.

The Gift Acceptance Policy provides guidance to both MakeWay and our donors to facilitate the gift-giving process. Gifts must enable MakeWay to fulfill its charitable objects; gifts may be rejected if their purposes are too restrictive or MakeWay otherwise decides, in its sole discretion, not to accept a gift. There is a short list of gifts that may be made without prior approval and a longer list of gifts that require prior approval of the VP, Development and Strategic Initiatives.

The purpose of the Fundraising Policy is to demonstrate MakeWay’s commitment to following the highest standards in fundraising. It contains a framework that provides MakeWay projects and funds with sufficient flexibility for effective fundraising, while ensuring that MakeWay respects the rights and wishes of our donors. The policy contains detailed respectful and ethical elements, many of which reflect Imagine Canada’s Standards Program, which serves as an industry standard for best practices in fundraising.

The Privacy and Communication Policy  is a statement of our commitment to ensure that the collection, use, disclosure and security of your personal information complies fully with the provisions of the relevant legislation, the Privacy Act and the Personal Information Protection and Electronic Documents Act; and that communication with our constituents is done in accordance with Canada’s anti-spam legislation.