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    Terms and Conditions

    Terms and Conditions for Sponsors

    1. Purpose

    Sponsors support the Foundation's mission of providing access to education, skills training, child protection, and welfare for children and young people.

    2. Use of Donations

    All financial and in-kind donations shall be used solely for approved charitable programs, administrative costs, or organizational development as determined by the Foundation's Board.

    3. Transparency and Accountability

    The Foundation is committed to maintaining transparency by providing sponsors with periodic reports, financial updates, and evidence of project implementation where applicable.

    4. Recognition

    Sponsors may be acknowledged through the Foundation's publications, website, social media, events, or reports unless they request to remain anonymous.

    5. Restricted Donations

    Sponsors may designate donations for specific projects. The Foundation will make every reasonable effort to use the funds for the intended purpose. If the project is completed, cancelled, or becomes impracticable, the Foundation reserves the right to redirect the funds to a similar charitable purpose.

    6. Non-Interference

    Sponsorship does not grant ownership, management authority, or decision-making power over the Foundation's operations, staff, volunteers, or beneficiaries.

    7. Ethical Standards

    The Foundation reserves the right to decline or terminate sponsorship from any individual or organization whose activities conflict with the Foundation's mission, values, or applicable laws.

    8. Refund Policy

    Donations are generally non-refundable except where required by law or approved under exceptional circumstances by the Board.

    9. Confidentiality

    Any confidential information shared between the sponsor and the Foundation shall be protected and used only for its intended purpose.

    10. Compliance with Laws

    Both parties shall comply with all applicable laws and regulations of Sierra Leone concerning charitable activities, financial transactions, and child safeguarding.

    11. Amendment

    These terms may be amended by the Foundation's Board. Sponsors will be informed of significant changes where necessary.

    Terms and Conditions for Volunteers

    1. Eligibility

    Volunteers shall be at least 18 years old or have written parental/guardian consent if under 18, subject to the Foundation's policies.

    2. Commitment

    Volunteers are expected to perform assigned duties responsibly, punctually, and professionally.

    3. Code of Conduct

    Volunteers shall:

    • Treat every child, youth, volunteer, staff member, and partner with dignity and respect.
    • Avoid discrimination, harassment, bullying, or abusive behavior.
    • Promote honesty, integrity, and teamwork.
    • Represent the Foundation positively at all times.

    4. Child Safeguarding

    Volunteers must comply with all child safeguarding and protection policies. Any suspected abuse, neglect, or exploitation must be reported immediately.

    5. Confidentiality

    Volunteers shall not disclose confidential information regarding beneficiaries, donors, sponsors, or the Foundation without authorization.

    6. Attendance and Communication

    Volunteers should notify their supervisor in advance if they are unable to attend assigned activities or meetings.

    7. Use of Foundation Property

    Foundation equipment, materials, and funds shall be used only for authorized purposes and returned in good condition.

    8. Health and Safety

    Volunteers must follow all safety procedures and report any accidents, injuries, or hazards immediately.

    9. Social Media

    Volunteers shall not publish photographs or personal information about beneficiaries without prior approval and appropriate consent.

    10. Expenses

    Unless otherwise agreed in writing, volunteering is unpaid. Approved expenses may be reimbursed according to the Foundation's policies and available resources.

    11. Conflict of Interest

    Volunteers shall disclose any personal or financial interests that may influence their duties or decisions.

    12. Termination

    The Foundation may suspend or terminate a volunteer's service for misconduct, breach of these terms, or conduct that harms the Foundation or its beneficiaries. Volunteers may also resign by providing reasonable notice.

    13. Compliance

    Volunteers agree to comply with the Foundation's Constitution, policies, procedures, and all applicable laws of Sierra Leone.

    14. Acceptance

    By joining the Foundation, volunteers acknowledge that they have read, understood, and agreed to abide by these Terms and Conditions.

    Budgeting Policy

    1. Financial Authority

    Only the financial department is charged with the responsibility of spending organizational money.

    2. Authorization Limits

    The financial secretary has the authority to spend up to NLe 100 only without Board approval. Any expenditure must be documented, and if used to purchase items, proof of purchase is required.

    3. Asset Protection

    The financial secretary is responsible for protecting the assets of the organization and managing the Board-approved budget responsibly. Any unused funds must be returned.

    Fundraising Policy and Management of Donor Relationship

    1. Fundraising Methods

    The Foundation utilizes various ethical fundraising strategies including:

    • One-to-one relationships to create partnerships
    • Fundraising programs such as dinners, talent shows, and auctions
    • Membership contributions
    • Project proposals and grant writing
    • Donations from donor partners (cash and non-cash items)

    2. Donor Relationship Management

    The Foundation will:

    • Maintain regular communication with donor partners
    • Disclose financial statements to donor partners as requested after project completion
    • Accept only gifts that have maximum advantage to the Foundation and community
    • Accept fixed assets and other donated items only when accompanied by documentation proving ownership

    Employee Terms and Conditions

    Salary Setup Policy

    Salaries are established considering:

    • Job title and responsibilities commensurate with position level
    • Experience and qualifications of the employee
    • Industry standards for similar positions
    • Cost of living in the employee's region
    • Employee performance and productivity
    • Budget constraints and available resources

    The Foundation is willing to negotiate salaries to ensure employees feel valued and fairly compensated for their work.

    Employee Rights

    All employees are entitled to:

    • Monthly salary payments
    • All tools and resources needed to perform job duties
    • A safe working environment
    • Equal treatment regardless of background
    • Protection against discrimination and harassment
    • Breaks during working hours
    • Protection of personal data privacy
    • Maternity and paternity leave
    • Workplace rights including freedom of speech and equal privileges
    • Annual leave entitlement

    Employee Privileges

    Employees in certain positions may receive:

    • Additional allowances for higher-level positions
    • Study leave to improve skills and qualifications
    • Official duty allowances for assignments outside their area of operation

    Employee Responsibilities

    Each employee must:

    • Perform all assigned tasks in a timely manner according to job description
    • Take responsibility for their office and equipment provided
    • Adhere to agreed time frames and job requirements
    • Work throughout scheduled working days

    Rules and Regulations

    All members and employees must abide by the following rules:

    1. Members may only sign for colleagues when approved by the person in charge of documents.
    2. All members and employees must attend meetings punctually, both general and emergency meetings.
    3. All assigned duties must be performed in a timely manner.
    4. All policies of the Foundation must be followed and held in the highest regard.
    5. During meetings, phone calls and unnecessary movements are prohibited.
    6. Fighting and abusive language are not permitted. Complaints must be addressed through proper channels to immediate supervisors.
    7. All members and employees must fully participate in Foundation activities from start to finish.
    8. Confidential information must be kept within the organization and not shared with third parties except with Board approval.
    9. Monthly contributions are required from members.
    10. Foundation assets cannot be used for individual purposes or self-interest.
    11. The finance department must present financial reports every six (6) months (subject to change).
    12. Members failing to meet financial obligations are liable to suspension, fine, or termination of membership.
    13. No forgery of documents or signatures is permitted.
    14. No Foundation property may be taken by members or employees when membership or employment is terminated.

    Fines and Penalties

    The Foundation enforces the following disciplinary measures for policy violations:

    • Meeting Non-Attendance: Failure to attend two consecutive meetings without valid reason may result in fine (NLe 50 subject to change), suspension, or termination of membership.
    • Negligence of Duty: Will result in query, suspension, dismissal, or termination of membership/contract.
    • Policy Violations: Non-compliance with Foundation policies will result in query, suspension, dismissal, or termination of contract.
    • Fraudulent Acts: Will result in query, dismissal, termination of contract/membership, and potential court action.
    • Embezzlement: Embezzlement of funds will result in dismissal, termination, court action, and personal property may be sold to refund the embezzled amount.
    • Information Leakage: Leaking confidential information will result in dismissal, fine, court action, or termination of contract/membership.
    • Misuse of Property: Misusing Foundation property will result in disciplinary action by the committee.
    • Unauthorized Property Removal: Any property taken after dismissal or termination will result in court action.

    Last updated: 2026-07-18