1. Procurement Policy
1.1 Purpose and Scope
- Purpose: Ensure that IAESDP acquires goods and services ethically, transparently, and cost-effectively, while reflecting its commitment to social responsibility, ESD values, and B Corp1-inspired practices.
- Scope: Applies to all IAESDP staff, Board members, and any committees/volunteers involved in purchasing, negotiating, or selecting vendors.
1.2 Vendor Selection and Bidding Process
Competitive Bids:
- For purchases above a certain threshold (e.g., $5,000), obtain at least three written quotes or formal bids from qualified vendors.
- When selecting vendors for ESD-related projects (e.g., event venues, training materials), consider experience with mission-aligned organizations or nonprofits.
Vendor Criteria:
- Evaluate cost, quality, delivery, and alignment with IAESDP’s mission and values, fair labor practices, inclusive and sustainable sourcing, including but not limited to: providing a living wage, offering comprehensive benefits, including healthcare, parental leave, and retirement plans, providing safe and inclusive work environment, complying with occupational health and safety standards, setting strong policies against workplace harassment and discrimination, allowing freedom of association and collective bargaining, conducting regular audits.
- Give preference to vendors with track records of social/environmental responsibility or relevant certifications (e.g., B Corp, Fair Trade).
Conflict of Interest:
- If any staff, Board member, or volunteer has a relationship with a potential vendor, they must disclose it to the Executive Committee of the Board of Directors and recuse themselves from the selection process.
- Members of the IAESDP can be hired as vendors for specific projects. To guarantee an unbiased decision-making process when selecting vendors, the project manager is to propose an anonymous proposal with various vendors to their supervisor or the board. Therefore, the decision-making and evaluation process is based on what best suits the needs of the IAESDP, and the board/ supervisor can decide based on the merits of the individual proposals.
Ethical and Sustainable Purchasing
- Fair Labor and Inclusivity:
- Seek out diverse, minority-owned, or women-owned businesses, where possible.
- Ensure that selected vendors follow ethical labor practices.
- Documentation:
- Maintain clear records (e.g., purchase orders, vendor contracts, bids received) to demonstrate transparency.
Approval and Oversight
- Authority Levels:
- The Executive Director (or a delegated staff member) can approve expenditures up to a certain limit; amounts above this limit require Finance Committee or Board approval.
- Annual Audit:
- Procurement records should be available for any internal audit or review by the Board to ensure policy adherence.
Engagement of Stakeholders in Procurement Decisions
- Community Involvement: Seeking input from the communities impacted by IAESDP procurement activities.
- Customer Engagement: Highlight sustainable procurement practices in marketing and communications to build customer trust.
2. Employee and Contractor Policy
2.1 Purpose and Scope
- Purpose: Provide fair, transparent guidelines for hiring and managing IAESDP’s employees, independent contractors, and consultants, in alignment with our ESD-focused, 501(c)(6) mission and B Corp-inspired principles.
- Scope: Applies to all full-time, part-time, and temporary staff, as well as contractors, consultants, interns, or volunteers who receive compensation.
2.2 Hiring and Onboarding
- Equal Opportunity:
- IAESDP does not discriminate based on race, gender, religion, disability, or any protected status. This commitment extends to ESD instructors and administrative staff.
- Job Descriptions and Postings:
- Clearly outline duties, responsibilities, and compensation ranges when advertising positions, reflecting transparency and pay equity.
- Interview and Selection Process:
- Use standardized interview questions; if available, form a diverse hiring panel to minimize bias.
- Onboarding Process:
- The onboarding processes are outlined in the Employee handbook
2.3 Compensation and Benefits
- Fair and Competitive Compensation:
- Use market data and budget considerations to determine pay scales that reflect the nonprofit’s resources while aiming for equity and a living wage.
- Benefits:
- Where feasible, provide health insurance (or stipends), paid time off, and other benefits to remain competitive and reflect IAESDP’s commitment to well-being.
- Professional Development:
- Encourage attendance at ESD conferences, IAESDP-organized trainings, and other educational opportunities.
2.4 Performance Management
- Annual Performance Reviews:
- Each employee or contractor receives an annual review emphasizing role-specific goals, alignment with IAESDP’s mission, and overall performance.
- Corrective Action:
- Document performance issues in writing. Provide a reasonable timeframe and support for improvement before further action is taken.
2.5 Contractor Engagement
- Written Agreements:
- Always draft written contracts (e.g., scope of work, deliverables, compensation) for independent contractors or consultants.
- IRS Compliance:
- Classify and pay contractors appropriately, issuing Form 1099 where required.
3. Conflict of Interest Policy
Conflict of interest hereinafter also referred to as “conflict”.
3.1 Purpose
To preserve integrity in IAESDP’s decisions and operations by preventing personal or financial interests from interfering with its ESD-centered mission.
3.2 Disclosure and Recusal
- Annual Disclosure: Board members, staff in managerial roles, and committee chairs must complete a Conflict of Interest form each year, noting any affiliations that might influence IAESDP’s affairs.
- Meeting Disclosures: If a conflict arises during a Board or committee meeting, the individual must disclose it immediately and recuse themselves from discussions or votes on the matter.
3.3 Documentation and Enforcement
- Board Minutes: All conflict disclosures are recorded in the meeting minutes, including actions taken (e.g., recusal).
- Penalties: Repeated or willful violations may result in disciplinary action, including termination of Board service or employment.
3.1 Purpose
To preserve integrity and the highest ethical standards in IAESDP’s decisions and operations by preventing personal, professional, or financial interests from interfering with its ESD-centered mission and influencing decision-making.
A conflict of interest is defined as any situation where personal or professional interests could reasonably be perceived to influence judgment in your role, including financial ties, employment relationships, personal relationships, or affiliations with competing organizations. Conflicts of interest include relationships that could lead to actual, perceived, or apparent conflicts or dualities of interest.
3.2 Disclosure and Recusal
- Annual Disclosure:
- Board members, staff in managerial roles, and committee members must complete a Conflict of Interest form detailing the nature of the conflict when onboarded, annually, and as conflicts arise, disclosing any affiliations that might influence or be perceived as influencing IAESDP’s affairs.
- Disclosure should be made to the board chair or designated conflict of interest officer.
- Recusal Process: If a conflict arises during a Board or committee meeting, the individual must disclose it immediately and recuse themselves from participating in discussions or votes on the matter where there is a conflict.
- Transparency and Documentation:
- All conflict-of-interest disclosures and actions taken will be documented and maintained in board records.
- The conflict of interest policy will be reviewed and updated periodically by the board to ensure it aligns with current best practices.
- All board members and committee members will receive training on conflict of interest policy and their responsibilities regrading disclosure and recusal.
4. Whistleblower Policy
4.1 Purpose
To encourage staff, members, and volunteers to report illegal, unethical, or suspicious activities without fear of retaliation, strengthening IAESDP’s culture of integrity.
4.2 Reporting Mechanism
- Anonymous Channels: IAESDP shall provide a secure online form for anonymous reporting.
- Responsible Officer: The Board may designate a Whistleblower Protection Officer (WPO) or an external third-party service to receive and investigate reports.
4.3 Non-Retaliation
- Protection: Any individual who, in good faith, reports wrongdoing or participates in an investigation shall be protected from retaliation (e.g., termination, harassment).
- Investigation: Complaints are promptly reviewed; findings and resolutions are documented and presented to the Board if appropriate.
5. Record Retention and Documentation Policy
5.1 Purpose
To ensure compliance with federal and state laws for a 501(c)(6) nonprofit and to uphold B Corp-like transparency in IAESDP’s record-keeping.
5.2 Retention Schedules
- Financial Records: Maintain bank statements, financial reports, and payroll records for at least 7 years.
- Tax Filings and Legal Documents: Retain Form 990, state filings, and nonprofit incorporation documents permanently.
- Board Documents: Board meeting minutes, bylaws, and policies retained permanently.
5.3 Storage and Disposal
- Secure Storage: Use password-protected systems for digital records; lock and key for physical documents.
- Document Disposal: Shred or permanently delete documents past their retention period to protect confidential information.
6. Compensation and Performance Review Policy
(Complements the Employee and Contractor Policy but elaborates on compensation governance.)
6.1 Compensation Philosophy
- Equity and Mission Alignment: IAESDP aims to provide fair compensation that reflects the organization’s resources and its focus on ESD’s societal impact.
- Periodic Benchmarking: The Executive Director or Board may use external salary studies to ensure IAESDP’s pay scales are within nonprofit standards. Such reviews will occur during the 3rd Quarter Budgeting period for the following year.
6.2 Performance Indicators
- Mission-Driven Goals: Evaluate employees or contractors on how their work supports IAESDP’s professional membership programs, ESD advocacy, and capacity building.
- Stakeholder Feedback: Where appropriate, use peer or member feedback to gauge effectiveness of ESD-related or administrative initiatives.
6.3 Incentives and Bonuses
- Reasonable Limits: As a 501(c)(6) nonprofit, any bonuses must be documented, justifiable, and not excessive.
- Board Oversight: Significant compensation changes for senior staff require Board approval, referencing independent salary data if available.
7. Fundraising and Donation Acceptance Policy
(While 501(c)(6) nonprofits rely heavily on membership dues and sponsorships, IAESDP may also accept donations or grants.)
7.1 Ethical Fundraising
- Transparency: Solicitations must clearly state the purpose of funds, especially if earmarked for scholarships, training, or ESD events.
- Respect Donor Intent: Honor any restrictions or designations placed on a donation (e.g., funds for ESD instructor scholarships).
7.2 Acceptance and Review
- Gift Acceptance Committee: For large gifts or grants, the Board or designated committee reviews feasibility and alignment with IAESDP’s mission.
- Right of Refusal: IAESDP may refuse donations that conflict with its values or create excessive operational burdens.
7.3 Reporting
- Donor Confidentiality: Keep donor records secure unless disclosure is required by law.
- Annual Reporting: Summarize major donations, grants, and sponsorships in IAESDP’s annual report, acknowledging supporters unless they request anonymity.
8. Gifts and Hospitality Policy
8.1 Purpose
To ensure that gifts and hospitality extended to or received by IAESDP staff, Board members, ESD Credentialing Committee Members and volunteers do not influence the IAESDP’s impartiality or integrity.
8.2 Acceptable Gifts
- Nominal Value: Items of nominal value (e.g., branded pens, coffee mugs) under a set dollar limit of US$100.00 (one hundred US Dollars) may be accepted.
- Training-Related: Books, ESD gear, or training aids directly relevant to IAESDP’s mission are generally acceptable if valued under a set threshold.
8.3 Disclosure
- Staff and Board: Must disclose gifts above the set value limit to the Board or designated officer.
- Logbook: Maintain a record of gifts received, including approximate value, donor, and date. The link to the form can be found here.
9. Data Protection and Privacy Policy
9.1 Purpose
To protect IAESDP’s member data, staff information, donor records, and any other confidential material in line with best practices for nonprofits and B Corp-like data stewardship.
9.2 Data Security Measures
- Access Controls: Limit database or system access to authorized personnel; use passwords, multi-factor authentication, and regular software updates.
- Encryption: Where possible, encrypt sensitive data (e.g., payment information, member contact details).
9.3 Data Retention and Disposal
- Minimum Necessary: Collect only data essential to IAESDP’s membership and program operations.
- Secure Disposal: Shred or permanently delete files once they are no longer needed, following retention schedule guidelines.
10. Environmental Sustainability Policy
10.1 Purpose
To minimize IAESDP’s environmental footprint, reflect ESD’s principle of respect for the community, and adopt B Corp-inspired sustainability practices where feasible.
10.2 Green Office and Events
- Waste Reduction: Encourage recycling, composting, and digital file-sharing to reduce paper usage.
- Energy Efficiency: Use eco-friendly lighting, heating/cooling systems, and energy-saving devices during IAESDP events and in any shared office space.
10.3 Outreach and Advocacy
- Education: Incorporate environmental awareness in IAESDP newsletters, webinars, or events (where relevant).
- Vendor Choice: Give preference to vendors who demonstrate environmentally responsible practices.
11. Implementation and Oversight
- Board Approval: The IAESDP Board of Directors approves these policies. Any material amendments require Board review and a formal vote.
- Staff and Volunteer Training: All IAESDP staff, volunteers, and board/committee members receive policy training upon joining and periodic refreshers.
- Monitoring and Compliance: The Board or a designated policy committee periodically checks compliance, addresses issues, and recommends updates based on evolving nonprofit and B Corp-inspired standards.
- Annual Review: Policies are reviewed annually (or as needed) to ensure alignment with legal requirements, IAESDP’s 501(c)(6) nonprofit status, and best practices in ESD and membership associations.
12. Diversity, Equity, and Inclusion (DEI) Policy
Purpose and Scope
- Purpose: Embed principles of diversity, equity, and inclusion across all IAESDP operations, ensuring equal opportunities and reducing barriers for both members and the broader ESD community.
- Scope: Applies to the Board of Directors, staff, volunteers, members, contractors, and anyone representing IAESDP.
Definitions
- Diversity: The variety of backgrounds, identities, experiences, and perspectives present within the IAESDP.
- Equity: Fair treatment and access to resources, addressing systemic barriers and power imbalances.
- Inclusion: Cultivation of a respectful, welcoming environment where all individuals can fully participate and thrive.
Key Commitments:
- Representative Leadership: Strive for diverse representation at all levels—Board, committees, staff—reflecting the communities served by ESD.
- Recruitment and Membership: Use inclusive language and outreach strategies to attract underrepresented groups to IAESDP membership, staff roles, and leadership positions.
- Training and Education: Provide ongoing DEI training (e.g., cultural competency, unconscious bias) for Board members, staff, volunteers, and ESD instructors.
- Monitoring and Improvement: Gather data on demographics, conduct periodic assessments, and set measurable goals to track progress. Report progress in IAESDP’s annual or biannual updates to members.
13. Anti-Harassment and Non-Discrimination Policy
Purpose
To maintain a safe, respectful environment free from all forms of harassment or discrimination. This policy aligns with IAESDP’s mission of empowering communities and individuals while ensuring professional integrity among members and stakeholders.
Prohibited Conduct
- Harassment: Any unwelcome conduct (verbal, physical, or visual) based on race, gender, sexual orientation, religion, disability, or other protected status.
- Discrimination: Unequal treatment or exclusion of individuals in membership, employment, or programming decisions based on protected status.
- Bullying or Intimidation: Behavior intended to control or demean another person in a way that undermines dignity or personal safety.
Reporting and Investigation
- Reporting Mechanisms: Provide a confidential channel (e.g., designated email or form) for staff, members, or volunteers to report alleged misconduct. The link to the confidential form can be found here.
- Investigation: All complaints are promptly investigated by a neutral party (e.g., Board-appointed committee member or HR consultant).
- Non-Retaliation: Retaliation against individuals who file or participate in investigations is strictly prohibited.
Corrective Action
- Consequences: May include written warnings, suspension of membership privileges, or termination of employment/volunteer status, depending on the severity of the infraction.
14. Risk Management Policy
Purpose
Identify, evaluate, and address potential risks (e.g., financial, legal, operational, reputational) that could affect IAESDP’s ability to fulfill its mission of advancing Empowerment Self-Defense.
Risk Assessment
- Risk Register: Maintain a list of identified risks (e.g., data breaches, event liability, financial shortfalls) with potential impact and likelihood.
- Ownership: Assign each risk to a Board member, staff member, or committee responsible for monitoring and mitigation.
Mitigation Strategies
- Insurance Coverage: Secure appropriate liability, event, and directors/officers (D&O) insurance.
- Safety Protocols: Implement guidelines for in-person events (e.g., safety waivers, staff training, emergency contacts).
- Financial Controls: Uphold robust internal controls (budgeting, audits, separation of duties) to reduce fraud or mismanagement.
Review and Reporting
- Board Oversight: Review the Risk Register at least annually, adjusting strategies as needed and updating membership on significant developments.
15. Partnerships and Sponsorship Guidelines
Purpose
Ensure that collaborations with external organizations (nonprofits, for-profits, government agencies) and sponsors are aligned with IAESDP’s mission, values, and B Corp-like standards for social and environmental responsibility.
Criteria for Partnerships or Sponsorships
- Mission Alignment: Partner organizations must demonstrate values consistent with ESD principles (safety, empowerment, nonviolence) and avoid conflicts with IAESDP’s aims.
- Reputational Considerations: Assess potential partners’ track records regarding ethics, diversity, and environmental impact.
- Financial and In-Kind Contributions: Sponsors may provide monetary or in-kind support (venues, marketing, etc.), provided it does not compromise IAESDP’s autonomy or integrity.
Approval Process
- Board or Committee Review: For significant partnerships (financial value above a set threshold), the Board or designated committee reviews and approves.
Transparency
- Public Disclosure: Major partnerships or sponsorships are disclosed in IAESDP’s annual report or on its website, promoting transparency for members.
16. Children’s and Vulnerable Adults’ Safeguarding Policy
Purpose
Protect children and other vulnerable populations (e.g., individuals with disabilities, older adults) who may participate in ESD classes, workshops, or outreach programs facilitated or endorsed by IAESDP members.
Screening and Training
- Background Checks: Require background checks for instructors or volunteers who directly supervise or teach vulnerable populations. Certain arrest and criminal records are not disqualifying, such as civil disobedience. However, arrests, indictments, and/ or convictions for violent crimes, sexual abuse, and/ or child abuse of any sort will automatically disqualify an applicant from contact with a vulnerable population, membership to the IAESDP, and ESDP Credentialing.
- Safeguarding Training: Provide or recommend targeted training (e.g., child-protection guidelines, mandatory reporting laws) to ensure instructors understand legal and ethical responsibilities.
Code of Conduct for Interactions:
- Guidelines: Prohibit one-on-one interactions in secluded areas; encourage the “two-adult rule” for minors or vulnerable adults.
- Physical Contact: Clearly define appropriate and respectful contact during ESD instruction, ensuring consent and safety.
Reporting Concerns
- Mandatory Reporting: Comply with all federal and state laws requiring reporting of suspected abuse or neglect.
- Confidentiality and Non-Retaliation: Protect those who report potential issues in good faith.
17. Volunteer Policy
Purpose
Define consistent practices for recruiting, training, and managing volunteers who support IAESDP’s mission, events, and administrative needs.
Recruitment and Onboarding
- Open Call: Advertise volunteer opportunities through IAESDP channels (website, newsletter, social media) with clear role descriptions and time commitments.
- Screening: Depending on the role, conduct interviews or reference checks to ensure volunteer suitability (especially for positions with vulnerable populations).
Roles and Responsibilities
- Position Descriptions: Outline scope, duties, and expected outcomes; clarify reporting lines (to staff or committee chair).
- Training: Provide orientation on IAESDP’s mission, ESD basics, policies (including Anti-Harassment and Safeguarding), and relevant skills.
Supervision and Support
- Volunteer Coordination: A designated staff member or volunteer coordinator tracks hours, supervises tasks, and offers feedback.
- Recognition: Thank volunteers publicly (e.g., in newsletters) and consider small tokens of appreciation (e.g., certificates, event passes).
18. Technology and Social Media Policy
Purpose
Guide staff, volunteers, and Board members on appropriate, secure, and mission-consistent use of IAESDP’s technological resources (email, databases, apps) and social media platforms.
Acceptable Use of Technology
- Organization-Owned Devices/Accounts: Limit personal use of official IAESDP emails or equipment to reasonable levels; never use them to engage in unethical or illegal activities.
- Data Security: Protect passwords; avoid sharing confidential materials via unsecured networks.
Social Media Guidelines
- Brand Consistency: Maintain a consistent and respectful tone that reflects IAESDP’s values of empowerment, safety, and professionalism
- Official vs. Personal Posts: Distinguish official IAESDP statements from personal opinions; Board members and staff may add disclaimers (e.g., “Views are my own”) on personal accounts. Please review the IAESDP’s Political Expression and Human Rights Policy
Monitoring and Enforcement
- Oversight: The Executive Director or a designated communications team member may periodically monitor organizational accounts to ensure content accuracy and adherence to policy.
- Policy Violations: Repeated misuse may lead to revoked access rights or other disciplinary measures.
19. Intellectual Property (IP) Policy
Purpose
Protect IAESDP’s proprietary materials (e.g., logos, training curricula, research, publications) and ensure respectful, appropriate usage of external IP within the association.
Ownership and Usage Rights
- Organization-Created Materials: ESD curricula, manuals, images, and other materials produced under IAESDP’s auspices are owned by IAESDP unless otherwise contracted.
- Member Contributions: If members develop resources in collaboration with IAESDP, clarify ownership and licensing terms in writing.
Licensing and Permissions
- Use of IAESDP Logo: Members or partners must request written permission to display the IAESDP logo on their own materials or websites, adhering to brand guidelines.
- Third-Party IP: Follow copyright law and obtain licenses for any external images, text, or multimedia content used in IAESDP publications or events.
Infringement Management
- Reporting Misuse: Staff and members should notify IAESDP leadership if they discover unauthorized use of IAESDP IP or potential infringement on third-party rights by IAESDP materials.
- Response: IAESDP reserves the right to take legal or corrective action as necessary.
20. Bylaws Review and Organizational Structure
Purpose
Though not strictly a “policy,” this process ensures IAESDP’s bylaws (core governance document) remain current and reflect the association’s growth, legal requirements, and membership needs.
Regular Review Cycle
- Biennial or Triennial Review: The Board or a designated governance committee reviews bylaws every 2–3 years—or sooner if major organizational changes occur.
- Member Input: Seek feedback from the membership when major revisions are proposed, promoting transparency and engagement.
Organizational Structure
- Board Composition: Roles, term lengths, and selection processes for Board members.
- Committees: Define standing and ad hoc committees (e.g., Finance, Governance, Membership, Ethics), including their mandates and authority.
- Election Processes: Outline how and when Board elections or appointments occur, including eligibility requirements for voting members.
Implementation and Oversight
- Board Approval: The IAESDP Board of Directors must formally review and approve these policies (or any subsequent amendments).
- Orientation and Training: New Board members, staff, and volunteers receive an orientation packet including these policies. Existing personnel should review updates at least once a year.
- Monitoring and Compliance: A designated staff member or committee (e.g., Governance or Policy Committee) oversees compliance, addresses concerns, and proposes revisions in response to legal changes or organizational developments.
- Continuous Improvement: IAESDP may solicit member feedback or hire external advisors periodically to evaluate policy effectiveness and alignment with ESD best practices and B Corp-like values.
21. IAESDP IP Protection Policy for Accreditation Submissions
Purpose and Scope
- Purpose: To establish guidelines and procedures ensuring that the Intellectual Property (IP) of programs submitting their ESD curricula and related materials for IAESDP accreditation is properly protected, kept confidential, and not misused by IAESDP or its representatives.
- Scope: Applies to all staff, Board members, review committees, subject matter experts (SMEs), and any external contractors involved in the curriculum review and accreditation processes under IAESDP.
Definitions
- Accreditation Submission: Any documents, curriculum outlines, lesson plans, training manuals, videos, or other proprietary content that a program (e.g., an ESD school, instructor collective, or training center) provides to IAESDP for the purpose of seeking accreditation or recognition.
- Intellectual Property (IP): All creations of the mind submitted by the program, including copyrighted materials, trademarks, branding, proprietary teaching methodologies, and any confidential know-how or trade secrets.
- Confidential Information: Any submission or part thereof marked “confidential,” or reasonably understood to be proprietary or sensitive in nature, including unpublished curricula or instruction methods that are not publicly available.
Ownership of Intellectual Property
- Program Ownership: All IP rights remain vested in the submitting program. Submissions do not transfer IP ownership to IAESDP.
- IAESDP Usage: IAESDP’s use of submitted content is limited to evaluation and accreditation processes (e.g., reviewing educational quality, verifying compliance with standards).
- No Derivative Works: IAESDP will not create derivative works, replicate, or distribute the submitted content outside the scope of accreditation review without explicit written permission from the rights holder.
Confidentiality and Non-Disclosure
- Obligation to Maintain Confidentiality: Anyone accessing submitted materials (staff, committee members, SMEs, contractors) must sign a Non-Disclosure Agreement (NDA) or equivalent confidentiality statement prior to handling the content.
- Restricted Access: IAESDP controls and limits access to accreditation materials on a strict “need-to-know” basis, preventing unauthorized viewing or copying.
- Return or Destruction: Upon completion of the accreditation process (including any appeals), IAESDP will return or securely destroy all physical and digital copies of the submitter’s curriculum, unless retention is legally required.
Use of IP During Accreditation
- Review Purpose Only: IAESDP may review, analyze, and reference content solely to determine if the program meets ISO-based accreditation criteria and ESD professional standards.
- Citation and Acknowledgment: Should IAESDP publicly note or reference key findings (e.g., to show examples of best practices), IAESDP will obtain prior written consent and properly credit the program as the IP owner.
- No Public Distribution: Unless explicitly authorized, IAESDP does not publicly share or publish the submitted material (e.g., in training repositories or marketing materials).
Dispute Resolution
- Complaints and Appeals: Programs may file a formal complaint if they believe IAESDP has violated this IP Protection Policy. Complaints follow the Appeals and Complaints procedure set forth by IAESDP (aligned with ISO/IEC 17024).
- Negotiation and Mediation: IAESDP will first attempt to resolve disputes via negotiation or mediation before escalating to legal action.
- Legal Recourse: If a violation is substantiated and not resolved through internal processes, the submitting program may seek legal remedies under applicable IP laws.
Compliance with ISO Standards
- ISO/IEC 17024 Alignment: This policy supports Clause 7 (Records and Information Requirements) and Clause 9 (Certification Process) of ISO/IEC 17024 by ensuring confidential treatment of submitted documents and secure handling of records.
- Management System Requirements: IAESDP’s management system under ISO standards includes regular internal audits and management reviews to verify compliance with all IP protection measures.
22. Roles and Responsibilities
- Board of Directors: Approves this policy and ensures that IP protection measures are adequately resourced and enforced.
- Accreditation Committee: Upholds confidentiality protocols, enforces NDAs, and oversees the secure handling of submitted materials.
- Program Reviewers / Subject Matter Experts (SMEs): Comply with confidentiality requirements; refrain from using any proprietary information outside the scope of accreditation activities.
- Submitting Programs: Clearly identify and label proprietary or confidential materials, and follow IAESDP submission guidelines to facilitate secure handling.
Policy Implementation and Monitoring
- Induction and Training: IAESDP provides orientation and annual refresher training for all staff, SMEs, and volunteers on the importance of IP protection during accreditation processes.
- Document Control: Maintain all policy documents, NDAs, and records of compliance or infractions in a secure repository (physical and digital).
- Regular Audits: IAESDP’s internal audit team or an external auditor checks adherence to the IP Protection Policy at least annually or whenever a serious IP-related complaint arises.
Updates and Revisions
- Continuous Improvement: IAESDP commits to updating this policy in light of new IP laws, ISO standard revisions, or emerging best practices in accreditation and data security.
- Board Approval: Any major revision to this policy requires Board approval and timely notification to all interested parties (programs in the accreditation queue, staff, SMEs).
23: Political Expression and Human Rights Policy
Commitment to Human Rights and Neutrality
Respect for Fundamental Rights
- The IAESDP is committed to upholding universal principles of human dignity, freedom, and equality. We will not partner with, accept support from, or provide support to any government, organization, or institution demonstrating oppressive practices or violating recognized international human rights standards.
- While the IAESDP remains strictly politically neutral, it will not compromise on its commitment to protecting and supporting those who suffer from oppression or human rights abuses. In such instances, the IAESDP may offer assistance or advocacy on behalf of affected communities, while maintaining independence from any political agenda.
Oppressive Entities
- The IAESDP defines “oppressive entities” as those whose policies or actions systematically harm, marginalize, or discriminate against individuals or groups, or that undermine fundamental human rights. The IAESDP will not engage in partnerships, formal alliances, or financial transactions with such entities.
Support for Affected Individuals
- Although the IAESDP does not support oppressive governments or NGOs, it will provide aid, resources, and solidarity to victims and survivors of oppression and human rights abuses. These efforts shall be executed in a manner that does not endorse or legitimize the actions or authority of oppressive regimes.
Personal Expression Versus Official Statements
- Individual Freedom of Speech: Board Members, ESD Credentialing Committee Members, Staff, and Volunteers maintain the right to express personal political views, beliefs, or affiliations in their individual capacities. The IAESDP recognizes and respects these personal freedoms.
- Disclaimer of Official Endorsement:
- When individuals express personal political views (whether in person, on social media, or in any public forum), they must avoid implying that their views reflect the official stance of the IAESDP.
- Written or verbal statements should clarify, when appropriate, that the views expressed are personal and not made on behalf of, or endorsed by, the IAESDP.
- Use of IAESDP Resources
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- IAESDP letterhead, official email addresses, logos, or other branding may not be used to circulate personal political opinions or campaign materials.
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- Any official communication on behalf of the IAESDP related to public policy or social issues must receive prior approval from the Board or a designated spokesperson to ensure alignment with the IAESDP’s neutral stance and human rights commitments.
Implementation and Oversight
- Monitoring and Compliance: The Board or a designated committee will oversee compliance with this policy. Any concerns or potential violations should be reported promptly to the appropriate supervisor or Board liaison.
- Accountability: Violations of this policy may lead to review or disciplinary action consistent with the IAESDP’s bylaws or relevant governing documents.
- Review and Updates: This policy shall be reviewed periodically and updated as needed to reflect evolving standards in political neutrality, advocacy, and human rights protection.
By maintaining a strict policy of political neutrality while simultaneously defending human rights, the IAESDP ensures that its resources and public positions remain aligned with its mission: to empower individuals, uphold ethical standards, and foster a safe environment for all members of the global community.
External Opportunity Referral & Proposal Submission Policy
1 Purpose
To describe how the IAESDP collects, publicizes, and transmits employment, contract‑for‑service, and request‑for‑proposal (RFP) opportunities on behalf of outside organizations (“Requesting Entities”) while:
- honoring Empowerment Self‑Defense (ESD) values of autonomy, inclusion, and safety;
- upholding B Corporation principles of transparency, equity, and shared prosperity;
- complying with ISO/IEC 17024 and NCCA impartiality, confidentiality, and fairness requirements for credentialing bodies; and
- operating within U.S. 501(c)(6) and antitrust law.
2 Scope
This policy applies to all staff, board members, volunteers, and contractors involved in:
- soliciting or receiving opportunities from Requesting Entities;
- notifying Members, Credentialed Professionals, and the public;
- transmitting applicant materials; and
- maintaining records related to these activities.
3 Key Definitions
| Term | Definition |
| Member | Any individual or organization with current IAESDP membership in good standing. |
| Credentialed Professional | An individual who holds an active IAESDP‑issued credential. |
| Priority Window | An exclusive period (see §5.2) during which only Members and Credentialed Professionals may apply. |
| Opportunity | Any paid or unpaid role, project, contract, or RFP issued by a Requesting Entity. |
| Requesting Entity | A company, nonprofit, government body, or individual that asks the IAESDP to circulate an Opportunity. |
4 Guiding Principles
4.1 ESD‑Aligned Practices
- Consent & Autonomy: Participation is always voluntary; applicants may withdraw without penalty.
- Psychological Safety: Language in postings must avoid bias, victim‑blaming, or discrimination; triggering content is flagged.
- Equity & Inclusion: Opportunities must welcome applicants regardless of gender, race, ethnicity, disability, nationality, sexual orientation, or faith.
4.2 B Corp‑Aligned Practices
- Stakeholder Benefit: Preference is given to Opportunities that demonstrate positive social or environmental impact.
- Transparency: All material information (scope, pay range, evaluation rubric, timeline) is disclosed uniformly to every potential applicant.
- Fair Labor: Opportunities must meet or exceed local living‑wage and labor‑law standards.
4.3 Impartiality (ISO/IEC 17024 §4; NCCA Std. 2)
- Decision‑making power over candidate selection rests solely with the Requesting Entity.
- IAESDP staff will not rank, endorse, or otherwise give preferential treatment to any applicant or group.
5 Eligibility & Access
5.1 General Eligibility
Anyone meeting the Requesting Entity’s stated qualifications may apply once the Priority Window closes (§5.2).
5.2 Member & Credentialed Professional Priority
- A seven‑calendar‑day Priority Window opens the moment an Opportunity is posted internally.
- During this window, only Members and Credentialed Professionals may submit.
- After the window, the same posting becomes publicly accessible.
5.3 Antitrust & Equal Opportunity Safeguard
The Priority Window confers a time advantage only—not exclusive rights. The IAESDP will monitor to ensure the practice does not unreasonably restrain trade or violate antidiscrimination laws.
6 Standard Process
| Step | Action | Responsible Party |
| 6.1 Intake | Receive written request + full Opportunity packet (scope, budget/pay, timeline, evaluation criteria, DEI statement, procurement rules). | Opportunity Coordinator, Business Development Manager, Development Coordinator |
| 6.2 Due‑Diligence Check | Verify alignment with ESD & B Corp principles; reject or clarify if criteria unmet. | DEI & Governance |
| 6.3 Internal Posting | Post to member portal and email Members/Credentialed Professionals; start Priority Window. | Communications Team |
| 6.4 Public Posting | At Day 8, replicate posting on public job board and social channels. | Communications Team |
| 6.5 Clarifications | Collate all applicant questions; send anonymized Q&A addenda simultaneously to everyone (internal + public). | Opportunity Coordinator |
| 6.6 Submission Handling | Collect applications via secure portal; acknowledge receipt; timestamp. No edits allowed after deadline. | Opportunity Coordinator |
| 6.7 Transfer to Requesting Entity | Forward complete, unedited application bundle in a single transmission. | Opportunity Coordinator |
| 6.8 Close‑Out | Requesting Entity informs applicants directly of outcomes; IAESDP posts notice of award. | Requesting Entity (cc IAESDP) |
No IAESDP employee may liaise between a specific applicant and the Requesting Entity beyond the structured Q&A process.
7 Conflict‑of‑Interest & Impartiality
- Staff or board members who intend to apply (or whose immediate family/financial interest is involved) must recuse themselves from all steps in §6.
- Annual COI disclosures are cross‑checked before each Opportunity is processed.
8 Fees & Compensation
- No placement or referral fee will be charged to applicants.
- If the Requesting Entity offers an administrative fee to the IAESDP, it will be a flat, opportunity‑agnostic amount disclosed in the annual financial report to avoid perceptions of pay‑to‑play.
9 Data Protection & Recordkeeping
- Application materials are retained for 12 months on an encrypted server, then purged.
- Requesting Entities receive data under a GDPR‑/CCPA‑compliant data‑processing agreement.
10 Complaints & Appeals
- Allegations of unfair treatment, bias, or policy breach may be filed within 30 days of the posting close date.
- The Ethics & Impartiality Committee will investigate within 45 days and issue a written determination.
11 Policy Governance
| Item | Detail |
| Owner | Director of Governance & Compliance |
| Approval | Board of Directors vote (quorum required) |
| Review Cycle | Biennial or sooner if triggered by regulatory change |
| Revision History | Version 1.0 – Adopted ____ 2025 |
12 Related Documents & References
- Code of Ethics & Professional Conduct
- ISO/IEC 17024:2012, clauses 4.3–4.6
- NCCA Standards (2024 Ed.), Standards 2, 5, 7
- IAESDP Conflict‑of‑Interest Policy
- IAESDP Data‑Protection & Privacy Policy
- B Lab Impact Assessment Framework (v. 7.0)
- ESD Industry Guidelines for Inclusive Practice (2023 update)