🚧Activities
Version 1.0 | This Policy was approved on DD MMMM YYYY.
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NOTICE
This documentation page is under construction. Should you want to be notified once it's published, let us know.
ShortURL | Playbook | Assistant
NOTICE
This documentation page is under construction. Should you want to be notified once it's published, let us know.
ShortURL | Playbook | Assistant
Introduction
Definitions
This document employs terms related to the DCDR Advocacy that can be found in the TIOF terminology.
For a structure of The IO Foundation, please visit
The IO Foundation's Organizational Chart
The IO Foundation's Organizational Taxonomy
About this document
This document, hereinafter the Policy, sets out the position maintained by TIOF in matters of Activities conducted by and participated in by The IO Foundation that you will need to be aware of while being a TIOF Member. You should familiarize yourself with it and comply with it at all times. Any questions you may have with regard to its contents or what you have to do to comply with it should be referred to your corresponding Team Human Resources Manager.
Any Member who breaches this Policy will face disciplinary action, which could result in dismissal for gross misconduct. Any non-employee who breaches this Policy may have their contract (or equivalent official relationship with TIOF) terminated with immediate effect.
This document complements TIOF's Code of Conduct.
This document does not form part of any Engagement Document and we may amend it at any time following the procedures described in TIOF's Statute.
Scope
This document directly applies to:
All TIOF Members
This document indirectly applies to:
The policies set out in this document apply to all TIOF Members unless otherwise indicated. They therefore apply to Members of the Boards (Directors, Advisers, Consultants), Employees, Volunteers and Interns; this is irrespective of their engagement type. They equally apply to all Contributors and will be used as part of the selection criteria when engaging with them.
This Policy applies within all TIOF Spaces, including (although not limited to) management activities, contributions or events; it and also applies when an individual is officially representing the organization in public spaces. Examples of representing the organization include (although not limited to) using an official e-mail address, posting via any official channel or acting as an appointed representative at an event.
Review and Amendments This policy shall be reviewed regularly to ensure its continued relevance and effectiveness. Amendments may be made to adapt to new legal requirements, changing circumstances or to better serve the organization's Mission.
Policy details
Anti corruption and Anti bribery statement
GUIDELINES IN CONDUCTING ACTIVITIES
Note: Internal terminology, Activity refers to those organized by TIOF.
Each activity conducted in the name of TIOF must be proposed in writing addressed to the CEO following the TIOF Activity Design Format. Only after respective deliberation, and when approved, shall the activity be implemented.
TIOF stands for quality. Every activity should reflect this distinguishing characteristic—from planning to implementation, monitoring and evaluation, as well as in liaising with other individuals/groups/institutions;
Every activity should be responding to TIOF’s Operational Framework;
Activities should aim to achieve high impact with the lowest cost possible;
Diligent coordination is highly expected from the organizer or partner;
Activity reports follow every activity implementation which includes evaluation;
Should a TIOF representative be needed in the activity, this shall be represented by its CEO or the respective personnel as delegated.
GUIDELINES IN ATTENDING EVENTS
Note: Internal terminology, Events refers to those organized by 3rd parties.
Types of events
Organized by TIOF
[TIOF] Where TIOF acts as organized and content creator (Type A)
[TIOF] Where TIOF acts as manager for other orgs (Type B)
Organized by 3rd Parties
[3PT] Where TIOF will participate as content creators (Type C)
[3PT] Where TIOF will participate as audience (Type D)
TIOF needs to be able to differentiate these type of events with an easy visual method based on text, colors or icons.
Event Evaluation Form
Requirements for participating in a 3PT event
Requirements for events
Variables
Start Location
Activity Location
End Location
Accommodation Location
Transportation Mode
Per Diem
What does this category involve:
Transportation in and out from Start Location to airport, train station or bus station
Transportation in and out from airport, train station or bus station Accommodation
Communications while at Activity Location
Tourist taxes at Activity Location, when applicable
Local transportation at Activity Location
F&B at Activity Location
From Operations Manual
All flights booked on economy seats unless no seats are available. Airline regulation only applies to the funding partner requirement.
Per person accommodation are to be in not more than 4-star hotels based on the following:
Country
Maximum Amount
Level 1
250
Level 2
150
Level 3
80
Level 1: Washington DC, London, Geneva
Level 2: Germany, Paris, etc
Level 3: Global South
Level 1: Washington DC, London, Geneva
Level 2: Germany, Paris, etc
Level 3: Global South
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