Downloadable Policy Samplers

Nonprofit policies help board and staff leaders advance their organizations, make better collective decisions, and guide individual actions and behaviors. BoardSource offers Downloadable Policy Samplers in 48 different topic areas to help you create specific policies for your organization. Each Downloadable Policy Sampler includes an introduction to the topic area, key elements, practical tips, suggested resources, and between two and 10 sample policies.

Select the Downloadable Policy Sampler(s) you would like to purchase below by checking the appropriate boxes. Your Downloadable Policy Sampler(s) will be available immediately upon purchase for a period of 30 days. You may also purchase the print version, The Nonprofit Policy Sampler, Second Edition, which includes a CD-ROM with more than 241 sample policies in all 48 topic areas. For more information on where the Downloadable Policy Samplers come from, review the contents and introductory material for The Nonprofit Policy Sampler.

Please NOTE: If you plan to distribute any Downloadable Policy Sampler(s) beyond your internal use, you must purchase multiple copies in order to comply with BoardSource copyright. You can purchase multiple copies once you select "Purchase Selected Downloadable Policy Samplers" below. Downloadable Policy Samplers are only available for purchase at www.boardsource.org and cannot be ordered via telephone. Since this material is downloadable content, BoardSource cannot refund the purchase price.

E-Policy Samplers
By: Barbara Lawrence and Outi Flynn

Member Price	$8.00 ( per Downloadable Policy Samples )
Regular Price	$12.00 ( per Downloadable Policy Samples )

» Ethics and Accountability

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	Mission Statement � Download 3 samples A compelling, articulate mission statement is a tool that can be used when reaching out to stakeholders to explain the primary purpose and value of the organization.
	Values Statement � Download 4 samples Values set the standard for all aspects of the organization’s programs and operations. They are what clicks with people when they read the organization’s materials and experience the products and services.
	Code of Ethics Policy � Download 7 Samples In response to a heightened need for accountability, many organizations have developed codes of ethics (documents that encompass the values of the organization and provide a code of conduct for employees and volunteers).
	Conflict of Interest Policy � Download 10 Samples A conflict of interest — real, potential, or perceived — exists when a board member or employee has a personal interest that may influence him or her when making decisions for the organization. Boards need to handle them effectively.
	Confidentiality Policy � Download 6 Samples Every organization has issues and information that must remain confidential, and board and staff should understand their responsibilities in this area. Confidentiality policies are important to an organization’s credibility, reputation, and its capacity to make business plans.
	Whistleblower Protection Policy � Download 4 Samples The Sarbanes-Oxley Act makes it a federal crime to retaliate against a "whistleblower" who reports illegal or unacceptable activity. An organization benefits from clear policies and procedures for handling whistleblower cases.
	Record Retention and Document Destruction Policy � Download 4 Samples Record retention and document destruction policies help nonprofits retain appropriate historical and legal documentation and clarify the steps to take if a federal investigation ever takes place.
» Board and Board Members
	Role of the Board Policy � Download 5 Samples Policies related to the overall role of the board — from general lists, to job descriptions, to letters of understanding — remind board members that they are part of a group with authority over, and liability for, the organization.
	Board Member Agreement � Download 5 Samples A board member agreement is the promise a board member makes when accepting a position for nonprofit board service. These documents are useful tools for recruitment purposes in that they clearly state what board service is all about.
	Board Chair Job Description � Download 7 Samples The job of the chair is one of the most challenging roles in a nonprofit. A successful chair inspires a shared vision, builds future leadership, and manages the work of the board.
	Other Board Officer Job Descriptions � Download 7 Samples The most common board officers, beyond the chair, are vice chair, secretary, and treasurer. It is important to review and update officer job descriptions to reflect any changes in their focus.
	Compensation of Board Members Policy � Download 5 Samples Unlike their counterparts who serve on boards of for-profit corporations, nonprofit board members are volunteers who are not usually compensated for their time. However, many boards have policies authorizing reimbursement of certain expenses.
	Board Member Expense Reimbursement Policy � Download 5 Samples Expense reimbursement policies are important because they specify who can be reimbursed for what expenses. Particularly, when required to travel to meetings or annual conferences, board members need guidelines for acceptable expenses.
	Board Self-Assessment Policy � Download 4 Samples Board self-assessment allows board members to better understand their own roles. The self-assessment process can develop the board’s team-building skills, provide structure for problem solving, and increase accountability within the organization.
» Chief Executive
	Chief Executive Job Description � Download 6 Samples Without a clear definition of the job’s boundaries and specific responsibilities, a chief executive faces a challenge in meeting the position requirements. At the same time, the board faces a challenge in fairly evaluating the performance of the chief executive.
	Chief Executive Performance Evaluation Policy � Download 3 Samples The nonprofit board is responsible for ensuring that the right person is running the organization at the right time and in the right way. A properly administered chief executive performance evaluation can benefit the chief executive, the board, and the organization.
	Executive Compensation Policy � Download 3 Samples The chief executive's compensation package is an important component of a board's responsibility and is tied to the professionalism of the chief executive and to he or she is expected to do for the organization.
	Executive Transition Policy � Download 4 Samples While it is often impossible to plan every step of an executive transition in advance, a board with an established policy and a routine succession planning process will be better prepared to handle the task.
» Finance and Investments
	Budgeting Policy � Download 3 Samples Every responsible organization needs a budget that forecasts expected revenue and expenses for the coming year. A policy recognizes the importance of this annual process and ensures every one remains accountable either in financial planning or oversight.
	Capital Expenditures Policy � Download 2 Samples The board should define the level of spending that constitutes a capital expenditure and any approval processes. These should govern routine expenses, such as office equipment, computer upgrades, and building maintenance.
	Financial Controls Policy � Download 8 Samples Good financial practices ensure appropriate checks and balances in handling the organization’s finances. Such policies include controls on check-signing authority, transfer of funds, cash disbursement, and other financial transactions.
	Investments Policy � Download 6 Samples Any organization that has assets to invest should also have appropriate policies to safeguard those investments. Such policies can range from simple introductory statements to complex details useful only to the most sophisticated investment committees.
	Reserves and Endowments Policy � Download 5 Samples Reserve funds usually come from the accumulated surpluses over time. Endowments are often created via special campaigns and major contributions from donors. Both funds need clear policies to guide their establishment, management, and methods of disbursement.
	Financial Audits Policy � Download 3 Samples Nonprofit organizations — and their boards — benefit from the annual audit as an outside assessment of their financial status and their internal financial controls, as a tool to improve financial and risk management, and as a measure of assurance to constituents and supporters.
	IRS Form 990 and 990-PF Policy � Download 2 Samples The Form 990 and 990-PF are annual information returns that nonprofits file with the IRS. These public documents allow the IRS to determine whether the organization continues to fill the requirements for its tax-exempt status.
	Risk Management Policy � Download 4 Samples One of the board’s responsibilities is to safeguard the organization’s resources — both human and financial. By putting a risk-management policy in writing, the organization communicates its commitment to managing potential organizational threats.
» Fundraising
	Board Member Fundraising Policy � Download 7 Samples The expectation of board member involvement in fundraising continues to rise, yet many boards don’t have a policy specifying what that involvement should entail (e.g., a monetary contribution or other method of participating).
	Donor Relations Policy � Download 3 Samples Recognizing donors for their gifts is an essential part of responsible fundraising. There are numerous ways this can be done, but recognition is best managed by clear guidelines that spell out the process.
	Gift Acceptance Policy � Download 7 Samples Having a gift acceptance policy helps the board decide whether to accept controversial gifts. Because nonprofits also receive non-cash contributions, a clear policy provides guidance about whether a gift should be accepted and whether it will be liquidated or maintained.
	Sponsorships and Endorsements Policy � Download 6 Samples A sponsorship policy defines the relationship between the nonprofit organization and its corporate sponsors. It should provide guidelines on the types of companies the organization will work with and any potential concerns related to the nonprofit’s mission and values.
» Personnel
	Responsibility for Human Resources Policy � Download 2 Samples The board is ultimately responsible for the personnel policies of the organization and should periodically review them to ensure that they are appropriate and up-to-date.
	Equal Employment Opportunity Policy � Download 5 Samples The most frequent legal actions against a nonprofit are in employment areas such as wrongful termination, discrimination, and sexual harassment. Nonprofit boards need to have non-discrimination and anti-harassment policies and see that they are carried out appropriately.
	Nepotism Policy � Download 4 Samples Nepotism involves favoritism shown to relatives or friends. Having family members or spouses reporting to each other or serving on the same board raises questions concerning accountability, conflicts of interest, and independent mindedness.
	Sexual Harassment Policy � Download 4 Samples Sexual harassment is not only an infringement on personal dignity; it can create serious legal consequences for an individual and the entire organization. Every nonprofit should have a statement reproving this kind of behavior and ensuring thorough resolution.
	Workplace Environment Policy � Download 8 Samples A congenial and safe work environment contributes to employee satisfaction and productivity. Policies and guidelines should protect employees, their time, and the property of the organization.
	Complaints Policy � Download 5 Samples The board of directors may act as the court of last resort for any complaints that cannot be solved at the staff level. The complaint policy provides guidance on how to handle staff issues before the board needs to get involved.
	Performance Review Policy � Download 3 Samples It is valuable to have organizational policies in place that stress the importance of staff assessments. Annual performance evaluations should clarify goals, ensure that they are met, foster communication, and identify areas that would benefit from professional development.
» Communications
	Media Relations Policy � Download 5 Samples By having a media policy and establishing a designated media contact, an organization can help to avoid potential story inaccuracies, conflicting messages, and press leaks.
	Crisis Communications Policy � Download 2 Samples Nonprofits generally deal with two kinds of crises: emergencies and controversies. Regardless of the situation, a crisis communication policy is intended to help the board and staff act swiftly and consistently under stressful circumstances.
	Electronic Media Policy � Download 2 Samples Nonprofit organizations communicate with a vast array of audiences in many different formats. Technology increases the opportunities for better communications but introduces a new set of risks related to electronic media.
	Lobbying and Political Activity Policy � Download 3 Samples Most nonprofit organizations are prohibited from engaging in political activities. Penalties for violating restrictions are serious. A policy not only spells out what is acceptable within your organization but also reminds people of what is prohibited.
» Committees
	Governance Committee Policy � Download 4 Samples The governance committee is the board’s mechanism for looking after itself and, as such, its work is vital to the health of the board and the entire organization.
	Financial Committees: Finance, Audit and Investment Policy � Download 9 Samples The appropriate structure for these three common financial committees depends on several factors, including organizational size, financial complexity, sources of income, and regulatory oversight.
	Development Committee Policy � Download 6 Samples The development committee is often charged with planning and implementing the organization’s fundraising program in concert with the professional staff. It establishes policies for decision making, engages the board in developing strategy, and monitors implementation.
	Executive Committee Policy � Download 5 Samples Regardless of the executive committee’s particular job description, the board needs to understand that this committee is not, ever, intended to take the place of the full board and that most decisions made by the executive committee should be ratified by the board.
	Other Common Committees Policy � Download 13 Samples In addition to a few standing committees, a board may need to create additional committees or task forces to ensure it effectively and efficiently accomplishes its own work. Some common committees deal with compensation, strategic planning, and public relations.
	Advisory Councils Policy � Download 4 Samples Advisory councils are groups of volunteers typically assembled to supplement the governance activities carried out by the board or the management tasks carried out by staff. They can perform a variety of jobs, many of which are central to an organization’s activities.
	Committee Chair Job Descriptions � Download 5 Samples The committee chair ensures that members have the information needed to do the job, oversees the logistics of the committee’s operation, and links the work of the committee back to the full board with reports to the board chair.

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