Objective

This policy is designed to ensure that MissionAssist accords dignity and respect to all those with whom it has dealings, whether they be our own members, those who use our services or anyone else.

Introduction

MissionAssist affirms its belief in the life and teaching of Jesus Christ as a credible basis for belief in God. Based on the understanding that God has created human beings in His own image, we make it our goal to treat all people with the same dignity and respect that we hold for Jesus Himself.

Accordingly, MissionAssist opposes any discriminatory treatment of people on the grounds of gender, racial, ethnic or national origin, age or status.

Members

All our members are expected to be committed Christians who share this respect for intrinsic human worth in the sight of God. MissionAssist will seek to encourage all its members to develop their creativity, talents and resources to their full potential. Selection for positions of particular responsibility will be solely on the basis of aptitude, ability and recognised commitment to the beliefs and policies of MissionAssist.

MissionAssist does not seek to serve children or vulnerable adults as distinct groups but recognises that, from time to time, members may come into contact with such people. In these circumstances, MissionAssist members are expected to commit to the protection, well-being and safe-guarding of any such vulnerable people.

Implementation

• All members will be asked to signify their assent to this policy as a condition of membership.
• The policy will be monitored and reviewed periodically by the Leadership Team.
• Any breach or apparent breach of this policy will be fully investigated by the Director of Services (or a person appointed to act on behalf of the Director of Services) without delay, and dealt with in accordance with the established Grievance Procedure.
• MissionAssist will cooperate fully with statutory agencies in the UK during any investigation of allegations made against a MissionAssist member.

Objective

This procedure is designed to ensure that all members of MissionAssist have an opportunity to raise formally with the leadership team any grievance relating to their work or any complaint regarding MissionAssist or another MissionAssist member.

Introduction

MissionAssist was founded to serve Christian workers operating overseas by using the skills of its members volunteering from home. As such, it expects all its members to be committed Christians who submit themselves voluntarily to each other as brothers and sisters in Christ, and to Jesus Christ as their Lord and Saviour.

At the same time, MissionAssist recognises that all human beings are fallible and, from time to time, cause offence and pain to others. This procedure is designed to apply practical principles of Christian living to all its members, seeking forgiveness and reconciliation where possible but applying realistic sanctions where necessary and appropriate.

Procedures

Objective

This policy is designed to provide adequate and consistent safeguards for the health and safety of all members of MissionAssist.

Introduction

MissionAssist does not employ any paid staff and is, therefore, exempt from general legislation relating to Health & Safety at Work. However, for the sake of clarity, this document gives guidance for members in regard to the responsibilities of good practice. When members are physically located in the premises of others, the Health and Safety Policy for those premises will apply and take precedence.

Identified risks

MissionAssist maintains a risk register of identified hazards that might affect any of its various activities and services. This is reviewed annually.

To address the risks inherent in our services for airport transportation and the provision of practical skills, the coordinators who manage these areas must follow recorded procedures that ensure that the members in their teams are experienced and, where relevant, appropriately qualified for the tasks that they carry out.

MissionAssist makes extensive use of information technology in its services but all members use their own equipment. Occasionally, MissionAssist will provide financial assistance (against receipt) for members to purchase specialist equipment that is necessary for their work, but this equipment will be regarded as belonging to the member who remains solely responsible for its maintenance and proper use.

All MissionAssist members are asked to ensure that:

• any equipment they use for MissionAssist purposes is safe and suitable for those purposes;
• they have had appropriate training for the equipment they use;
• they have assessed any potential hazards to health and safety in the activities they undertake on behalf of MissionAssist and taken reasonable steps to mitigate those risks;
• they take regular breaks when using computer equipment.

Insurance

MissionAssist has limited insurance cover for members who assist with its operations at public events such as conferences or displays. This also covers members of the public who may attend any such events. However, where members use their own vehicles, homes or other equipment, or travel as part of their work for the charity, they need to ensure that they have adequate insurance of their own to cover these risks.

Training

MissionAssist has developed dedicated software programs and other procedures to assist in many of its services. All members will be advised that appropriate training is available for the use of any of these facilities. MissionAssist will reimburse members for any training they undertake. Members should consult their coordinators about claiming their costs for such expenses.

Objective

This policy is designed to provide adequate and consistent safeguards for the handling of personal information within MissionAssist and to ensure compliance with the terms of its registration under all relevant data protection legislation.

Introduction

MissionAssist is registered with the UK Information Commissioner's Office for the purposes of processing personal data in accordance with its legitimate interests as a charitable incorporated organisation. These include maintaining accounts and records; advertising, marketing and public relations; administration; fundraising; and realising the objectives of a charitable organisation or voluntary body.

A brief privacy notice referring to this policy, together with the policy itself, will be published on the MissionAssist website. A separate document of data protection guidelines, giving detailed advice on how to manage personal data, will be circulated to all MissionAssist volunteers.

The “Data Controller” for the purposes of this registration is the Director of Information Technology, but all members of MissionAssist can be regarded as controlling rather than processing data and have a responsibility to use the personal data, with which they may be entrusted from time to time, in accordance with the data protection principles and the data protection legislation.

Data protection principles

Procedures

Data will be collected and, where appropriate, disclosed in accordance with these procedures.

Objective

This policy seeks to ensure that those who represent MissionAssist in making any announcements, presentations to the public, or contact with the media, will provide accurate and appropriate information that will safeguard the reputation of the charity at all times.

Introduction

MissionAssist is a Christian organisation that seeks to reflect biblical values in its work of supporting Christian mission and assisting in the relief of human suffering and poverty. The ability to meet fully the objectives stated in its trust deed is heavily dependant on its reputation for high standards of work and moral integrity. The following guidelines should, therefore, be observed by every member of MissionAssist.

Representation

Before making any formal, public announcement of news, or other information concerning MissionAssist, the following action must be taken:

1. The Director of Communications and Marketing, the Chief Executive Officer (CEO), or Chair of Trustees must be contacted and advised of the opportunity or possibility of publicity for the organisation.
2. An authorized spokesperson must be appointed to deal with the matter.
3. All press releases must be agreed by one of the persons listed above.
4. Where the governance of the charity is being questioned, any proposed action will be referred to the Chair of Trustees (or an appointed trustee) for advice or guidance.
5. In the case of interviews, a clear statement of the interview objective, and notes of the key messages, will be required and authorized.

If a member is authorized (through the completion of an Overseas Travel Agreement form) to represent MissionAssist abroad, that person will, before travelling, liaise with the Director of Communications and Marketing to agree on general terms of reference and any specific messages regarding the project in hand.

Crisis management

In the event of an incident involving MissionAssist members, or others, which could potentially damage the reputation of the organisation, the Chief Executive Officer will confer with the Chair of Trustees on the immediate response to enquiries from the media. Further action should be determined by the Crisis Management Plan.

Publications

MissionAssist uses both written and digital media to communicate with its clients, potential volunteers, and existing members. The aim is to inform people of the overall purpose of the charity (what we do), and our ongoing activities (what we are currently doing).

Social media

Social media offer an effective means of communication, and the intention is to use these facilities as a key method of telling people what we are doing. Our current focus is on Facebook and Twitter, but these may change as tastes and fashions vary.

It is important that what we do as an organization is consistent with our stated aims and values. Consequently, the Director of Communications and Marketing will be responsible for overall management of all social media accounts held by MissionAssist, and will provide written guidelines on how they should be administered.

Copyright

The copyright for most material that is published in connection with the work of MissionAssist, or one of its associated projects, is vested in MissionAssist, to be used in accordance with its aims and purposes as set down in its trust deed. There are alternative arrangements for those producing computer software, artistic and graphic designs, or musical compositions but, unless such arrangements are cited specifically, the copyright of any and all material belongs to MissionAssist.

Accordingly, MissionAssist reserves the right to defer, veto or withdraw the publication (in any form) of part or all of any material produced in its name, if it believes:

1. It is not in accordance with its purposes, as set down in its trust deed; or
2. It is of insufficient quality; or
3. It believes it might be unnecessarily offensive; or
4. It might contravene the law of the United Kingdom; or
5. It could tarnish the reputation of MissionAssist.

The authority to decide upon the acceptability of any and all such materials will be delegated by the trustees to the Chief Executive Officer and members of the leadership team.

Objective

This policy seeks to acknowledge the value of face-to-face meetings  for the work of MissionAssist when contacting potential new clients for its services, and in motivating members and keeping them well informed. The charity recognizes that this will involve a good deal of travelling, both within the United Kingdom and abroad. This policy seeks to support this, whilst also providing guidelines to ensure that members are well prepared for, and alert to, the possible dangers and costs of such travel.

Introduction

As the recipient of charitable donations, MissionAssist is under an obligation to ensure that it obtains value for money through effectiveness, efficiency and economy. Consequently, travel on behalf of the charity will only be funded when certain criteria apply.

Criteria for travel

All of the following factors must apply before travel can be approved:

1. At least one of the objectives set out in the trust deed is addressed through the visit being made.
2. The purposes of the visit cannot be fully realized by alternative means, such as making a telephone (or Skype) call, using email, writing letters, or utilizing any other means of communication.
3. A personal visit is necessary to ensure that the highest possible standard of service is being achieved for the charity. This will be particularly relevant for matters of quality control, when meeting clients, developing strategy, training, introducing a new service, fostering public relations, or responding to a need that requires personal contact.

Administrative arrangements

Directors and service coordinators may authorize the payment of travel expenses from their budgets. All claims must be submitted on the appropriate form to the book-keeper. Receipts will be required for fares on public transport. The cost of overnight accommodation will not normally be met, but members may use the MissionAssist hospitality scheme, or make arrangements with family or friends, and claim the cost of a small gift for their hosts.

Those authorizing payments should take note of the following guidelines when doing so:

1. It is recognized that the cheapest mode of transport may not always be practical. However, especially within the UK, members should consider options such as rail cards, or sharing a car, to travel to meetings.
2. Members are not expected to fund their own travel but may make contributions towards expenses. Members should also be encouraged, especially when travelling on longer journeys abroad, to bring the need to their local church, family or friends.
3. Confirmation in writing of promises of external funding must be sent to the Chief Executive Officer before any decision is made. If such promises do not materialise, then authorisation may be withdrawn should alternative sponsorship be unavailable.
4. Internal funding will normally only be considered when a trip has been anticipated and budgetary provision has been made in advance.

Foreign travel

Visits abroad must be authorized by the Chief Executive Officer (or Chair of Trustees) through the completion of an Overseas Travel Agreement form. This form sets out the conditions under which authorization is given, the terms of any financial assistance provided by MissionAssist, and the contact details for those travelling. Where a group of people is concerned, it will be necessary to appoint a formal leader. Particular consideration should be given to a person’s character, fitness to travel, and expertise, when selecting members for travel abroad.

Following a visit abroad, the leader (or single person concerned) will normally be expected to submit a short report on the trip to the CEO, outlining the benefits or outcomes achieved, and noting any particular problems experienced.

Objective

This policy is designed to facilitate the allocation and dispensation of small monetary grants towards specific projects that fall within the charitable purposes of MissionAssist, in line with its constitution.

Legal provisions

Any grants given by MissionAssist must fall within the charitable purposes (objects) of its constitution. The relevant clauses are as follows:

"(3) The objects of the Charitable Incorporated Organisation are:

a. To advance the Christian Faith for the benefit of the public in accordance with the Statement of Belief in clause 30 (3) (Interpretation); and

b. Consistent with and not contrary to object (a):

1. To relieve sickness and poor health by providing or assisting in the provision and development of equipment, facilities and services and support charities and other organisations working to prevent or relieve poor health; and
2. To relieve financial hardship, either generally or individually, by making grants or providing items, services or facilities and/or development and support charities and other organisations working to prevent or relieve financial hardship; and
3. To promote and provide for the education of people in such ways as the charity trustees see fit and support charities and other organisations working to promote or provide education."

 These provisions are wide-ranging and mean that:

•  Gifts can be made to individuals and organisations provided the purpose of each gift is within the objects in Clause 3 of the Constitution.
• Where funds are raised for specific purposes, such money may only be given to or through charitable organisations, not directly to individuals.

United Kingdom legislation requires that trustees are able to demonstrate that overseas grants have been used for UK charitable purposes and grant recipients must, therefore, be obliged to provide evidence of how money has been spent.

Small Grants Committee

A Small Grants Committee nominated by the Leadership Team and approved by the Trustees will decide which small projects grants should be made in line with this policy. No trustees will be appointed to the committee, but a nominated trustee will advise the group on whether an application is within the objects of MissionAssist and the Treasurer will also be available for advice.

Annual Grant Allocation

The trustees will allocate an annual amount for giving to small projects and the treasurer will be asked to suggest a suitable sum to the trustees. In deciding how much is to be allocated, the trustees will normally take into account Whether reserves are in excess of the amount needed by the charity, recognising that sums in excess of what is needed should not be hoarded, unless they are being saved for a specific purpose. The trustees have taken the view that the annual amount given should be at least a tithe of our annual, average income.

Grant making guidelines

The trustees’ guidelines for making grants are as follows:

• Grants may be made towards projects requested by individuals or organisations, provided the purpose falls within objects of the charity (as listed in Clause 3 of the constitution shown under "Legal provisions" above).
• Applications should be in writing, stating the precise purpose of the project.
• No project (or group of similar or related projects) may be given a sum exceeding £600 in a single financial year. The trustees will review this limit from time to time.
• Applicants should, where possible, not request from MissionAssist more than half the sum needed for the project. Applicants must state whether or not this condition has been met and, if not, give reasons why other funds have not been raised.
• Gifts requested by an individual who is responsible to an organisation shall only be made with the support of the organisation concerned. The person supporting the application should be someone senior to the applicant for the grant.
• All applicants must provide the name and contact details of an independent third party who can be approached for a reference. Such referee should either be someone of similar or senior status and from a different, reputable organisation.
• Recipients must, as soon as possible after the money has been spent, provide documentary evidence (such as photos or receipts) that the monies given have been used exclusively towards the approved project.
• Copies of all applications made should be kept together with grants approved and payment records for seven years.

Note

The above policies and procedures take into account the need to prevent aid diversion in order to comply with relevant requirements of the Bribery Act, 2010 and the Terrorism Act, 2000. This is achieved through the questions on the application form requiring details of the referees, those to whom the money is paid and the objects of the grant. The requirement to send documentary proof when the project is complete is also crucial.

These requirements to prevent diversion must be borne in mind when reviewing each application. If members of the Small Projects Committee are not satisfied with the identity and independence of the referees, or have concerns about the governance and banking arrangements or any other significant details, they will decline the application.