Non-Profit Board Service Policy Example – Conflict of Interest Policies

Non-Profit Board Service Policy Sample

In this article, we’ll look at the key elements that make up an example Non-Profit Board Service Policy. We’ve included some starter/boilerplate information to help you get started writing this policy for your company. If you’re looking for help in setting up your policies & procedures or employee manual/handbook, our team can assist.

Non-Profit Board Service Policy Template

The following are the main elements that should be included in your Non-Profit Board Service Policy:

1. Title Page

• Policy Title: Non-Profit Board Service Policy
• Company Name: The name of the organization implementing the policy.
• Policy Number (if applicable): For easy reference within the company’s policy structure.
• Version Control: Date of creation, last review, and version number.
• Effective Date: The date the policy becomes operational.
• Approval Authority: Name and title of the individual who approved the policy.

2. Purpose/Objective

• A brief statement explaining why the Non-Profit Board Service Policy exists. This section outlines the policy’s purpose in relation to the company’s goals, regulatory requirements, or ethical standards.
• Describe what problem or issue the policy addresses.
• Example Purpose/Objective:

The policy aims to ensure transparency and prevent conflicts of interest by requiring employees to disclose any involvement with non-profit organizations that might interfere with their responsibilities at the company. It seeks to maintain the integrity of the company’s operations by identifying potential conflicts early and addressing them appropriately. This proactive approach helps safeguard the company’s interests while allowing employees to engage in non-profit activities responsibly. By clarifying expectations and disclosure requirements, the policy supports ethical decision-making and upholds the company’s commitment to ethical standards

3. Scope

• A description of who the Non-Profit Board Service Policy applies to (e.g., employees, contractors, vendors).
• Specify any exceptions to the policy.
• Explain departments or roles affected, if necessary.
• Example Scope:

This policy mandates that employees must disclose any involvement with non-profit organizations if such involvement could potentially conflict with their responsibilities within the company. It aims to identify and manage any conflicts of interest that may arise from board service or other significant roles in non-profits. By requiring transparency, the policy seeks to ensure that employees’ external commitments do not interfere with their professional duties or the company’s interests. This is part of a broader effort to maintain ethical standards and protect the integrity of the organization

4. Definitions

• Clarify any key terms or jargon used within the Non-Profit Board Service Policy to ensure understanding.
• Avoid assumptions about familiarity with industry-specific terminology.
• Example Definitions:

The Non-Profit Board Service Policy mandates employees to disclose any involvement with non-profit organizations that might conflict with their responsibilities at the company. This policy falls under the category of Conflict of Interest Policies, aiming to ensure transparency and prevent potential conflicts between personal commitments and professional duties. Employees must report such engagements to maintain integrity and uphold the company’s ethical standards. The policy seeks to balance employees’ external interests with their obligations to the company, safeguarding both personal and organizational interests

5. Policy Statement

• A detailed outline of the Non-Profit Board Service Policy itself, including all rules, expectations, and standards.
• It should be direct and clear so that it leaves no ambiguity about the company’s position or requirements.

6. Procedures

• Step-by-step instructions on how to implement or comply with the Non-Profit Board Service Policy.
• Include any forms, tools, or systems that employees must use.
• Describe the responsibilities of different roles in ensuring adherence to the policy.
• Example Procedures:

Employees must disclose any involvement with non-profits that could potentially conflict with their company role. This includes serving on boards or in advisory capacities. Disclosures should be made to the appropriate company authority, who will assess the potential conflict. If a conflict is identified, the employee may need to recuse themselves from certain decisions or activities. The policy aims to ensure transparency and maintain the integrity of both the company and the non-profit organizations involved. Compliance is mandatory for all employees

7. Roles and Responsibilities

• List the roles responsible for enforcing or overseeing the Non-Profit Board Service Policy (e.g., managers, HR).
• Define who is accountable for reporting, monitoring, and updating the policy as needed.
• Example Roles and Responsibilities:

Employees must disclose any involvement with non-profits that could conflict with their company role. This ensures transparency and prevents conflicts of interest. Employees are responsible for assessing potential conflicts and reporting them to their supervisors. Supervisors must review disclosures and determine if any action is needed to mitigate conflicts. The company’s ethics committee oversees compliance and provides guidance on managing conflicts. Regular training on conflict of interest policies is mandatory for all employees to ensure understanding and adherence

8. Compliance and Disciplinary Measures

• Outline how compliance will be monitored or enforced.
• Describe any consequences or disciplinary actions for failing to follow the policy, including the escalation process.

9. References and Related Documents

• Include links or references to any laws, regulations, or company guidelines that support the Non-Profit Board Service Policy.
• Reference related company policies that connect or overlap with the document.

10. Review and Revision History

• State the review cycle (e.g., annually, biannually) and who is responsible for reviewing the Non-Profit Board Service Policy.
• A history section that lists all revisions made to the document, including dates and reasons for changes.

11. Approval Signatures

• Signature lines for key decision-makers who have authorized the policy (CEO, department head, HR manager).

12. Appendices or Attachments (if needed)

• Additional information, FAQs, or case examples to provide more context or clarify how the Non-Profit Board Service Policy applies in specific situations.
• Any relevant forms or templates employees need to complete.