Information Disclosure Policy

Information Disclosure Policy

Information Disclosure Policy

1. Purpose

The purpose of this policy is to inform stakeholders about the information they can expect from COAST. It will also provide guidance to the staff on kinds of information should be provided to our stakeholders. This is a policy instrument to commit to comfort with the requirement of “The Right to Information (RTI) Act 2009” and HAP Principle of Accountability. The information flow to the stakeholders is intended to improve and maintain the quality of services. The information will be provided in an easy and understandable languages and medium in a timely manner.

 

2. Applicability

2.1 If any rules of the organization contradict with this policy, then this policy will be prevail.

2.2 If any of this disclosure policy contradict the RTI Act 2009 then RTI Act 2009 will be prevail.

 

3. Definition of terminology

i. RTI 2009: Right to Information Act 2009 approved by the Government of Bangladesh.

ii. HAP: Humanitarian Accountability Partnership an international organization works for humanitarian accountability in the Non-Government Organization (NGO). Its website is

www.hapinternational.org

iii. NGOAB : NGO Affairs Bureau is the official representative of Bangladesh which looks after the NGO activities funded by foreign sources.

iv. MRA: Micro-credit Regulatory Authority (MRA) is an authority which is looking after the micro finance activities of the NGOs in Bangladesh.

v. TIN: Tax Identification Number

vi. Constitution: The deed of trustee approved by the NGO Affairs Bureau of Bangladesh Govt. And the rules and regulations of the organization approved by the Board of Trustee (BoT) under the authority of the trustee deed.

 

4. The information that COAST will share with specified stakeholders
The following information will be made publicly open at organization’s Principal Office and Field offices in an easy and accessible media and language:

i. Agency Background Legal certificates (NGOAB, MRA, TIN and Constitution)

ii. Organizational Objectives

iii. Structure of the organization

iv. Contact details – Email and telephone numbers of staff and board of trustee

v. Humanitarian Accountability Framework

vi. Plans at project location – Project proposal and Deed of agreement with other development partners Budget and Plan of operation for each year, Beneficiary selection criteria and entitlements

vii. Progress report against the plans – Progress report including MIS & FIS Yearly Training Calendar Yearly Meeting Schedule Minutes and circulars External Audit Report Review Reports Publications

viii. Complaints and response system

ix. Information disclosure policy

x. Procedures and guidelines   Human Resource Policy, Salary structure, Individual salary and facilities, Finance and Audit Manual, Micro Finance Manual, Operation Manual, Training Manuals

 

5. Information to be disclosed on request only

i. Staff and beneficiaries information

ii. Assets information and documents

iii. Exception: Personnel information related to the disciplinary matters will only be disclosed when it is asked by state and judicial authority.

 

6. How to make available the information for public and mode of disclosure

i. Diary, Annual report, monthly news letter, notice board, availability in office, leaflet

ii. Press conference, Meeting and gathering

iii. Website and it will regularly be updated

iv. The information in website will be open for all.

v. Anybody can seek or get the information through written/electronic/verbal ways as per demand.

vi. Anybody can see/read the documents in the office room but they will not make copies or take away any copies

from the office with him/her without the permission of Chief Information Officer. The applicant will have to

provide the actual cost of photocopy and transportation cost (if needed) of staff as well.

vii. The time duration to provide information will be followed according to clause no. 9 of the RTI Act 2009.

a) The cost, time duration and other things related to information delivery will be provided by seven days.

b) The information that related to COAST will be delivered by twenty days and

c) The information involved with the third party then it will be provided by maximum 30 days.

viii. Spot visit: Anybody can visit our program areas but the cost will be carried by the visitor and time of the spot visit will be decided by the respective office chief. The visit matter solely related to the official issues and it should be applied through prescribed format. (Format attached)

ix. Interview: Anybody can interview any staff of COAST but the responsibility of related any expenditure goes to the interview seeker and cost will be decided by the Chief Information Officer. The interview matter solely related to the official issues and it should be applied through prescribed format. (Form attached)

 

7. Privacy matter

i. The information related to disciplinary matters which are preserved in personnel file could only be available when it is asked by state authority and judicial authority.

 

8. Designated Information Officer

i. In branch level the branch manager; in project implementation unit the project coordinator; in regional office the regional team leader; in the principal office the Head – Human resource management and s/he will also act as Chief Information Officer.

ii. If any staff will not follow this policy then this will be treated as misconduct under the human resource policy manual.

iii. If the staff denies providing any information then anybody can appeal directly through any means to chief information officer, Deputy Director / Executive Director.

 

9. Monitoring and Review:

i. Monitoring section will monitor the policy implementation, quality data preservation and way of disclose regularly and will conduct yearly review.

ii. Chief information officer will produce a monthly status report focusing the number and types of information wanted by the information seekers and given or denied by the organization as well as applications on the process.

 

10. Policy Authority:

i. It will be effective after getting approval from the Board of Trustee.

ii. If any further addition or deletion needed that will have to be approved by the BoT

 

11. Preservation duration: The organization will preserve the documents as per following table:-

 

idp_tab

This policy has been developed through consultation with beneficiaries, stakeholders and staffs of all sphere of the organization from 1st January 2009 and has been approved at the meeting of Board of Trustee held on 26th December 2010.

Please download the Information Disclosure Flow Chart