FOUNDATION POLICY

RULE AND REGULATION

FOUNDATION RULES & REGULATIONS

Introduction

This document explains the rules, regulations, structure, and working principles of the Foundation in a clear and simple manner. The purpose of these rules is to ensure that the Foundation functions in a disciplined, transparent, and ethical way while serving society. Every member, office bearer, and department associated with the Foundation is required to understand and strictly follow these rules. The Foundation is built on trust, responsibility, and social commitment, and these regulations help protect its values and public image.

1. Nature and Purpose of the Foundation

The Foundation is a non-profit charitable organization. It is established with the sole intention of serving society and helping people in need. The Foundation does not work for personal profit, business gain, or political benefit.

The main objectives of the Foundation include:

Helping the general public during need and emergencies
Promoting and organizing blood donation
Distributing food to poor, needy, and helpless people
Supporting orphans, underprivileged children, and vulnerable groups
Providing assistance during natural disasters or medical emergencies

All activities of the Foundation must be carried out honestly, peacefully, and for the welfare of society. Any activity that goes against social interest or public trust is strictly prohibited.

2. Core Values and Principles

The Foundation works on the basis of the following principles:

Transparency: All actions, decisions, and financial matters must be clear and open.
Discipline: Every member must follow rules and maintain proper behavior.
Neutrality: The Foundation remains completely neutral in political, religious, and personal matters.
Ethics: Honesty, respect, and responsibility are mandatory for everyone.
Public Trust: The reputation and dignity of the Foundation must always be protected.

These values are the backbone of the organization and must be reflected in every action of the Foundation.

3. Authority and Governance Structure

The Foundation follows a clear and well-defined authority structure to avoid confusion and misuse of power.

Role of the Founder

The Founder is the supreme and final authority of the Foundation. The position of the Founder is permanent. All major decisions, policies, appointments, removals, and disciplinary actions require the approval of the Founder.

No decision taken by any member, department, or office bearer is considered valid without the consent of the Founder. In emergency situations, the Founder’s decision shall be final and binding on everyone.

Simply stated, the Founder holds full responsibility for protecting the mission, discipline, and integrity of the Foundation.

4. Role of the President

The President is selected every year through an internal voting process. The President acts as the operational head of the Foundation and supervises the daily functioning of departments.

Responsibilities of the President include:

Issuing official notices, instructions, and circulars
Supervising departmental work and discipline
Identifying mistakes or rule violations
Reporting serious matters to the Founder

However, the President does not have the authority to change rules, cancel regulations, or decide final punishments. All major disciplinary actions must be approved by the Founder.

5. Role of the Secretary

The Secretary is the administrative backbone of the Foundation. The Secretary ensures smooth internal functioning and proper documentation.

Main duties of the Secretary include:

Managing office records, files, and registers
Preparing meeting notices, agendas, and minutes
Handling official communication and correspondence
Coordinating between the President and departments

The Secretary cannot take independent decisions. All actions must be performed under the instructions of the President and Founder. Maintaining confidentiality and safeguarding documents is a key responsibility of the Secretary.

6. Departmental Structure

To ensure efficient working, the Foundation operates through various departments. The main departments include:

Accounts Department
Grievance Department
Social Media & Public Relations Department

Additional departments may be created or removed if required, only with the approval of the Founder.

Each department:

Works under the guidance of the Founder
Is headed by a Department Head
Cannot function independently
Must coordinate with other departments

7. Accounts and Financial Management

The Accounts Department is responsible for handling all financial matters of the Foundation. Since the Foundation deals with public donations, strict financial discipline is mandatory.

Key financial rules include:

All income, donations, grants, and expenses must be properly recorded
Financial records must be maintained accurately and honestly
Foundation funds must never be used for personal purposes
Proper bills, vouchers, and receipts must be preserved
Monthly and annual financial reports must be prepared

Any misuse, fraud, false entry, or hiding of financial information will result in strict disciplinary action. Transparency in financial matters is compulsory because foundation money is public money.

8. Grievance Redressal System

The Grievance Department ensures fairness, justice, and harmony within the Foundation.

Key responsibilities include:

Receiving complaints from members, staff, or beneficiaries
Maintaining confidentiality of complainants
Investigating complaints impartially
Reporting serious issues to the Founder and President

False or malicious complaints are not tolerated and may lead to punishment. The grievance system exists to protect genuine concerns and maintain discipline, not to create conflict.

9. Social Media and Public Relations

The Social Media & Public Relations Department manages the public image of the Foundation.

Rules for this department include:

All social media accounts must be in the name of the Foundation
No political, misleading, offensive, or false content is allowed
Posts must reflect the values and objectives of the Foundation
No post can be published without approval from the President
Internal matters must not be shared publicly

Protecting the reputation and credibility of the Foundation is the primary responsibility of this department.

10. Discipline and Code of Conduct

Every member of the Foundation must follow discipline and ethical behavior.

Important rules include:

Respectful behavior towards all members and the public
No misuse of position or authority
No activity that damages the image of the Foundation
No involvement in corruption, favoritism, or dishonesty

First-time violations may result in a warning. Repeated violations may lead to suspension or removal. Serious misconduct can result in immediate dismissal from the Foundation.

11. Special Rule on Blood Donation

As the Foundation promotes blood donation, discipline-related violations may require the concerned member to arrange three voluntary blood donors as part of corrective action. This rule reflects the Foundation’s commitment to social responsibility and lifesaving activities.

12. Political Neutrality

The Foundation is strictly apolitical.

No political party, leader, slogan, or banner is allowed
No political discussion or activity is permitted under the Foundation’s name
Any political involvement will result in immediate removal

This neutrality ensures that the Foundation remains focused only on social service.

13. Membership Rules

Membership in the Foundation is voluntary and non-transferable.

Members must:

Follow all rules and ethical guidelines
Protect the Foundation’s name and logo
Act in the best interest of the organization

Misuse of membership or authority will attract strict action.

Conclusion

This Foundation is a disciplined, transparent, and socially committed organization. Its rules and regulations are designed to protect public trust, ensure fair functioning, and maintain a strong ethical foundation. The clear authority structure, defined roles, and strict discipline help the Foundation work smoothly and effectively.

Every member is expected to respect these rules and contribute honestly to the mission of social welfare. By following these principles, the Foundation aims to create a positive, trustworthy, and lasting impact on society.

Rules, Powers and Responsibilities of the President

1. All Notices, Circulars, Instructions, and Official Information of the Foundation shall be issued by the President.
2. The President shall have full authority to issue Notices to all Departments of the Foundation.
3. All Notices must strictly comply with the Rules, Regulations, and objectives of the Foundation.
4. All Members and Departments are bound to follow the Notices issued by the President.
Supervision and Monitoring of Mistakes:
5. If any mistake or rule violation occurs within the Foundation, the President shall supervise and examine the matter.
6. The President shall verify the cause, circumstances, and impact of such mistakes.
7. In case of minor mistakes, the President may issue warnings or corrective instructions.
8. In case of major mistakes or serious violations, the President must immediately inform the Founder.
Accountability and Reporting:
9. The President shall report all supervision findings and actions taken to the Founder.
10. The President shall not have the authority to finalize punishments.
11. Any final disciplinary action shall be implemented only after the approval of the Founder.
Final Authority Clarification:
12. The President may issue Notices but shall not have the authority to change, cancel, or override any Rule or Regulation.
13. The President shall ensure supervision and implementation of rules, not their cancellation.
14. The Founder shall remain the final authority of the Foundation.

The President shall maintain discipline and order during meetings, programs, and official activities of the Foundation.

The President shall guide members and departments to perform their duties effectively.
The President shall ensure that all foundation activities are conducted in a lawful and ethical manner.

Communication and Meetings

The President may organize official meetings with department heads to review activities and progress.
The President shall ensure that important decisions and instructions are communicated clearly to all members.
The President shall encourage cooperation and teamwork among all members of the Foundation.

Monitoring and Evaluation

The President shall monitor the progress of projects and activities conducted by the Foundation.
The President shall identify operational problems and report them to the Founder for guidance.
The President shall ensure that the reputation and dignity of the Foundation are maintained at all times.

Representation of the Foundation

The President may represent the Foundation in official meetings, public events, and social activities with the permission of the Founder.
The President shall act responsibly while representing the Foundation in public or social platforms.

Record and Documentation

The President shall ensure that all important notices, communications, and reports are properly documented and maintained.
The President shall ensure transparency in communication between departments and the Founder.

Ethical Responsibilities

The President shall avoid any misuse of authority or position within the Foundation.
The President shall always work in the best interest of the Foundation and its mission.

Administrative Responsibilities of the Secretary

1. The Secretary shall be the Administrative Secretary of the Foundation.
2. The Secretary shall work under the authority of the President.
3. The Founder and President shall have authority over the Secretary.
4. The Secretary shall manage all office work, records, and documentation of the Foundation.
5. The Secretary shall prepare meeting notices, agendas, and minutes.
6. The Secretary shall maintain member lists, attendance, and joining records.
7. The Secretary shall handle official letters, applications, and file work.
8. The Secretary shall maintain coordination between the President and Department Heads.
9. The Secretary shall communicate the instructions of the President to all Departments.
10. The Secretary shall provide required information to the Founder and President on time.
11. The Secretary shall not have the authority to take any decisions.
12. Policy, financial, or disciplinary decisions shall not fall under the authority of the Secretary.
13. The Secretary shall only implement instructions.
14. The Secretary may draft notices.
15. The Secretary shall not issue any notice without the approval of the President.
16. The Secretary’s signature on official documents shall be of a supportive nature only.
17. The Secretary shall assist the President in maintaining discipline within the Foundation.
18. The Secretary shall not bring politics or personal interests into the Foundation.
19. Maintaining confidentiality of information shall be the duty of the Secretary.
20. The Secretary shall be accountable to the President for all assigned work.
21. Disciplinary action for rule violations shall be taken by the President and Founder.
22. The Secretary shall remain in a support role for the smooth functioning of the Foundation.
23. The Founder shall be the final authority of the Foundation.
24. The President shall be the operational head.
25. The Secretary shall be the administrative backbone.
26. The Secretary shall keep all official registers, files, and logbooks updated.
27. The Secretary shall maintain donation records, acknowledgment copies, and receipt files.
28. The Secretary shall circulate meeting minutes from time to time.
29. The Secretary shall follow up on deadlines and remind the President accordingly.
30. The Secretary shall collect department reports and submit them to the President.
31. The Secretary shall manage official communication channels such as email, WhatsApp, and notice boards.
32. The Secretary shall provide administrative support to the Social Media Department.
33. The Secretary shall immediately inform the President about any wrong post or misinformation.
34. The Secretary shall be responsible in case of document loss or data misuse.
35. The Secretary shall not share confidential files without the approval of the Founder or President.
36. The Secretary shall fully cooperate during inspections or audits.
37. The Secretary shall inform the President before taking leave.
38. In case of long absence, alternative arrangements shall be made with the approval of the President.
39. The Secretary shall maintain respectful behavior at all times.
40. The Secretary shall not use the Foundation’s name for personal work.
41. The Secretary shall stay away from political, religious, or controversial activities.
42. The Secretary shall not be involved in corruption or favoritism in any form.
43. The performance of the Secretary shall be reviewed by the President.
44. In case of rule violations, warning, suspension, or removal may be applied.
45. At the time of resignation, the Secretary shall hand over all files and records.
46. The Secretary shall act honestly and responsibly in all matters.
47. The Secretary shall safeguard the reputation and image of the Foundation.
48. The Secretary shall follow all instructions issued by the President and Founder.
49. Any negligence by the Secretary shall attract disciplinary action.
50. These rules shall be mandatory and binding on the Secretary.

Rules, Powers and Responsibilities of the Accounts Department

1. The Account Department shall be responsible for managing all financial matters of the foundation.

2. All income, donations, grants, and funds received by the foundation must be properly recorded.

3. The Account Department shall maintain accurate and up-to-date books of accounts.

4. All financial records must be maintained in both physical and digital form.

5. No financial transaction shall be done without proper documentation.

6. The Account Department must ensure transparency in all financial activities.

7. All expenses shall be made only for official foundation purposes.

8. Any misuse or mismanagement of funds is strictly prohibited.

9. The Account Department shall work under the guidance of the President and Founder.

10. The Account Head must regularly inform the Founder and President about financial status.

11. Monthly financial reports must be prepared and submitted to the Founder and President.

12. Annual financial reports must be prepared at the end of each financial year.

13. All bills, vouchers, receipts, and invoices must be safely preserved.

14. Bank account details, cheque books, passbooks, and online banking details must be handled securely.

15. Any security-related financial information must be informed to the Founder immediately.

16. Cash handling must be done carefully and recorded properly.

17. Large financial transactions should preferably be done through bank transfer.

18. No cash withdrawal shall be made without proper approval.

19. The Account Department must follow all government financial rules and regulations.

20. Tax-related matters must be handled responsibly and on time.

21. The Account Department shall assist during audits and inspections.

22. All audit requirements must be fulfilled honestly and promptly.

23. The Account Head shall not hide any financial information from the management.

24. Any financial irregularity must be reported immediately to the Founder and President.

25. The Account Department must cooperate with other departments when financial data is required.

26. Budget planning shall be done in coordination with the President and Founder.

27. No department shall spend money without informing the Account Department.

28. The Account Department shall monitor department-wise expenses.

29. Emergency expenses must be reported as soon as possible.

30. Financial discipline must be maintained at all times.

31. The Account Department shall not make any policy decision independently.

32. Final financial authority shall always remain with the Founder.

33. The President may review accounts but cannot cancel financial rules.

34. Confidentiality of financial data must be strictly maintained.

35. Account Department staff must act honestly and responsibly.

36. Any fraud or false entry will result in strict disciplinary action.

37. The Account Department shall maintain donation utilization records.

38. Donor fund usage must be clearly documented.

39. Financial reports must be clear, true, and verifiable.

40. Records must be preserved for future reference and legal needs.

41. The Account Department must follow internal control systems.

42. All financial approvals must be properly signed.

43. Account-related notices shall be shared with the President and Founder.

44. The Account Head shall attend meetings when financial matters are discussed.

45. The Account Department shall support transparency and accountability.

46. Financial planning must align with the foundation’s objectives.

47. Any change in financial procedure must be informed to the Founder.

48. The Account Department must ensure proper fund utilization.

49. All actions of the Account Department shall be in the best interest of the foundation.

50. These rules are mandatory and binding on the Account Department.

Roles and Responsibilities of the Social Media & Public Relations Department

This department shall manage all social media and public relations activities of the Foundation.
Facebook, Instagram, X (Twitter), YouTube, WhatsApp, Website, etc. shall remain under this department.
All social media accounts shall be maintained in the name of the Foundation.
No account shall be opened in any personal name.
All posts must be aligned with the objectives and values of the Foundation.
Any political, party-related, or election-related post is strictly prohibited.
No content against any religion, caste, or community shall be posted.
No offensive, misleading, or false information shall be published.
All posts shall be published only after approval of the President.
Instructions of the Founder shall be supreme.
No personal opinions shall be expressed in the name of the Foundation.
Documentation of photos and videos of all service activities, programs, and events is mandatory.
Maintaining relations with media houses and journalists shall be the responsibility of this department.
No media statement shall be issued without permission of the Founder or President.
Press notes and announcements shall be released only with prior approval.
Comments and messages received on social media shall be replied to in a polite and respectful manner.
In case of negative comments or disputes, the President shall be informed immediately.
No post shall be deleted or edited without informing the President.
All login details shall be kept confidential.
All matters related to account security shall be informed to the Founder.
Protecting the image and reputation of the Foundation shall be the first duty.
No internal matter shall be made public.
Positive relations shall be maintained with donors and supporters.
Special care shall be taken while posting images of children, women, and vulnerable persons.
Foundation platforms shall not be used for any personal promotion.
Proper records of all posts along with dates and details shall be maintained.
A monthly social media report shall be submitted to the President.
An annual report shall be submitted to the Founder.
The Foundation’s brand guidelines shall be strictly followed.
In case of any mistake, it shall be corrected immediately.
No new social media page shall be created without prior permission.
All official notices and announcements shall be issued through the President.
No activity shall be done that may create confusion in the media.
Any post that misrepresents the objectives of the Foundation is prohibited.
Work shall be carried out in coordination with all team members.
The ideals and discipline of the Foundation shall be maintained.
Full cooperation shall be provided during any inquiry or investigation.
Disciplinary action shall be taken against persons responsible for misconduct.
Instructions of the President must be followed.
The final decision of the Founder shall be supreme.
All rules of the Foundation shall be binding on this department.
Violation of rules shall result in disciplinary action.
New members may be added to the department if required.
The Head of the department shall be accountable to the President.
Transparency and trust of the Foundation shall be maintained.
All activities shall be carried out in accordance with the law.
No advertisement or promotion shall be done without permission.
Work shall be done keeping the future interest of the Foundation in mind.
Amendments to the rules may be made by the Founder if required.
These rules and regulations shall be mandatory for the Social Media & Public Relations Department.

Grievance Department Rules and Responsibilities

1. The Grievance Department shall receive, record, and address all complaints from members, beneficiaries, and staff in a fair and transparent manner.

2. All grievances must be documented properly with date, name, contact details, and nature of complaint.

3. The department shall maintain strict confidentiality of complainants’ information.

4. Every complaint must be acknowledged within a reasonable time period.

5. The department shall investigate complaints impartially without bias or favoritism.

6. If required, the department may call concerned persons for clarification or explanation.

7. Serious issues must be immediately reported to the Founder and President.

8. The department shall ensure that resolutions are practical, lawful, and in line with foundation rules.

9. Follow-up must be done to ensure the grievance has been properly resolved.

10. Records of all grievances and actions taken must be securely maintained.

11. The department shall submit periodic reports to the President and Founder.

12. False or malicious complaints shall be reviewed carefully and handled as per rules.

13. The department shall guide members on the proper grievance submission process.

14. No member shall be harassed or discriminated against for raising a genuine complaint.

15. The department shall help maintain harmony and discipline within the organization.

16. Group decorum must be strictly maintained during meetings, discussions, and communications.

17. Use of abusive language, disrespectful behavior, or personal attacks is strictly prohibited.

18. The department shall take action against anyone disturbing group discipline or decorum.

19. All members must follow organizational ethics while interacting in groups.

20. Final decisions on major grievances shall be taken with approval of the President and Founder.

ALL RULE AND REGULATION IS CHANGE WHEN NEED BY THE FOUNDER

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