Policies

I hereby acknowledge that I may be given access to confidential records maintained by The Foundation of the Roman Diocese of Raleigh (“THE FOUNDATION”). These records include, but are not limited to, information regarding finances, donors, prospective donors, students, employees and/or volunteers (hereinafter referred to as “Private Information”).

I hereby agree that I will use Private Information solely for the purpose of conducting the business of THE FOUNDATION. I also agree that I will at all times maintain the confidentiality of Private Information provided to me and to which I am given access and will keep Private Information removed from the premises in a secure location. I agree to restrict access to Private Information only to authorized individuals or to those who have also executed this Confidentiality Agreement. I will not release or disclose any Private Information in any manner whatsoever as expressly described and authorized in this Confidentiality Agreement. No other disclosure shall be made by me without the prior written authorization from the President of the Board.

I understand that failure to adhere to the terms of this Confidentiality Agreement may be a violation of state and/or federal law. I further agree that I will destroy any Private Information that may be in my possession once it is no longer needed for the purposes described in this Confidentiality Agreement.

Board of Directors and Employees

  1. Scope. The following statement of policy applies to each member of the Board of The Foundation of the Roman Catholic Diocese of Raleigh, Inc. (The Foundation) and to all persons employed by The Foundation, regardless of position. The Foundation, its Board of Directors (Board) and Staff (employees and contract workers) are committed to ethical, business like, and lawful conduct. To ensure understanding and compliance with The Foundation standards and relevant Federal Government requirements, each member of the Board, (including the Officers as Ex Officio members), and each Staff member, including contract workers, will be required to read, agree to and sign this Conflict of Interest Policy. Each Board member shall complete the Annual Conflict of Interest Statement (1) upon entry onto the Board and (2) annually while a member of the Board. Each employee of The Foundation shall sign the annual Conflict of Interest Statement (1) at the time of hire and (2) annually.
  2. Responsibility. All decisions of the Board and employees of The Foundation are to be made solely on the basis of a desire to promote the best interests of The Foundation and those it serves.
  3. Disclosure of Conflicts with Respect to Potential Financial Transactions. In the event any financial transaction or other matter involving The Foundation also involves (1) a Board member, employee or their relative, or (2) an organization with which any Board member, employee or their relative has any material financial interest, the Board member or employee having the affiliation or interest, at the first knowledge of the transaction or other matter, shall disclose fully the precise nature of the interest or involvement. For the purposes of this policy, a relative is any person who is related by blood or marriage, or whose relationship with the employee is similar to that of persons who are related by blood or marriage.
  4. Disclosure Statement. Each Board member and employee of The Foundation shall be required to submit a disclosure statement listing all organizations with which he or she is affiliated and describing the nature of the affiliation as defined below. In the event there is any material change in the information contained in any disclosure statement, the person who submitted it shall promptly submit written notification of the change.
    A Board member or employee is deemed to be affiliated with any organization that may be potentially related to the financial operation of The Foundation if he or she, or their relative (1) is a director, trustee, officer, partner, employee, or agent; or (2) receives direct financial benefit from sales or services; or (3) has a 35 percent or greater interest. In no way should this policy imply that Board members or employees or their relatives should reveal any religious, ethnic, political, fraternal or civic affiliations.
    All personnel of The Foundation, including Board members and Staff members and their relatives, are expected to be alert to and to avoid conflicts of interest that jeopardize the care of persons served and that interfere with the Staff’s delivery of services.
  5. Administration. All disclosures required under this policy and amendments thereto, if by Board members, shall be directed in writing to the President of the Board, or if by employees, in writing to the Executive Director. The President of the Board and the Executive Director shall be responsible for the administration of this policy. Issues identified as a result of disclosures under this policy concerning Board members shall be reported initially to the President of the Board for appropriate action; those concerning Staff shall be referred initially to the Executive Director. Information disclosed under this policy shall be held in confidence by the persons authorized to receive and act upon it except where, in the judgment of any of such persons, the best interest of The Foundation requires further disclosure. The President of the Board will report annually that he or she and the Executive Director have supervised the completion of the signing of the annual statement by Board members and Staff members and that either there are no reportable issues or there are some issues and the President will disclose what those issues are to the Board.
  6. Restraint on Participation. A Board member who has declared or has been found to have a conflict of interest in any proposed transaction or other matter shall refrain from participating in consideration of the proposed transaction or other matter, unless for special reasons the Board requests information or interpretation from the person or persons involved. In the case of a Board member, he or she shall not vote on the matter in question and, if so requested by the President or any other member of the Board, shall not be present at the time of the vote. With respect to restraint on participation by a staff member, the Executive Director, or, where applicable, the President, shall take such action as is necessary to assure that the transaction or other matter is completed in the best interests of The Foundation without the substantive involvement of the person who has the possible conflict of interest.
  7. Advance Determinations. Any staff member who is uncertain about possible conflict of interest in any matter may request the Executive Director to determine whether a possible conflict exists. Any Board member who is uncertain about possible conflict of interest in any matter may request the Executive Committee to determine whether a possible conflict exists; the Executive Committee shall resolve the question by majority vote. If required, the question of potential conflict might be referred to counsel for an opinion prior to the Executive Committee vote.

Purpose

The purpose of this Whistle-Blower Policy is to commit The Foundation of the Roman Catholic Diocese of Raleigh (FOUNDATION) to the highest standards of financial reporting and lawful and ethical behavior. Additionally, the FOUNDATION commits all employees, officers, and members of the Board of Directors to fully comply with all state and federal statutes, rules, and regulations.

Reporting Procedure

The FOUNDATION encourages all Board members, employees, consultants, and others affiliated with the FOUNDATION to report any illegal or unethical conduct in connection with the FOUNDATION’s finances or other aspects of its operations.

  • Should any person know or have a reasonable belief that persons associated with the FOUNDATION plan to engage or have engaged in illegal or unethical conduct in connection with the finances or other aspects of the FOUNDATION’s operations, that person should immediately report his or her concerns (the “Complaint”) to the FOUNDATION’s Executive Director. An individual making such a Complaint may request anonymity or submit an anonymous written Complaint to the Executive Director. If the Complaint concerns the Executive Director, or the individual is not comfortable reporting to the Executive Director, then the Complaint may be made to or be filed with the President of the Board or any other member of the Board.
  • Upon receipt of a Complaint, the Executive Director shall immediately apprise the President of the Board of the Complaint and promptly investigate and respond to the individual filing the Complaint. Moreover, the Executive Director or the President of the Board shall report all Complaints (and their resolution, if applicable) to the Board at its next regularly scheduled meeting. If the Executive Director or the President of the Board believes it is warranted, the Complaint shall be promptly reported to the full Board (except to Board members who may be the subject of the Complaint), and the Board shall promptly investigate and respond to the individual filing the Complaint. If the Complaint is made to a Board member, such person shall take all appropriate action to promptly investigate and respond to the individual filing the Complaint.
  • All credible allegations will be followed up promptly, with further investigation conducted if needed to resolve disputed facts. In conducting any investigation, the party or parties conducting the investigation will respect any person’s request for confidentiality and/or anonymity and will strive to keep the identity of other complainants as confidential as possible consistent with the need to conduct a thorough review and investigation. All records of Complaints and subsequent investigations shall be maintained in a confidential manner and in accordance with the FOUNDATION’s Document Retention Policy.
  • The FOUNDATION will take appropriate action in response to any Complaints, including, but not limited to, disciplinary action (up to and including termination) against any person who has engaged in misconduct. Such misconduct shall be reported to the relevant civil or criminal authorities as may be required by law.

Retaliation

The FOUNDATION will not knowingly take any action harmful to any person, including interference with lawful employment or livelihood, for reporting a Complaint in good faith pursuant to this policy or to law-enforcement officers, governmental agencies or bodies, or persons with supervisory authority over the complainant. Likewise, there will be no punishment or other retaliation for providing information regarding a Complaint in good faith to, or otherwise assisting in, any investigation regarding a Complaint conducted by the FOUNDATION, law-enforcement officers, governmental agencies or bodies, or persons with supervisory authority over the complainant. An employee or other person affiliated with the FOUNDATION who has made a Complaint or who provided information regarding a Complaint and who subsequently believes he or she has been subjected to retaliation should immediately report it to the Executive Director or the President of the Board. An individual who deliberately or maliciously provides false information, however, may be subject to disciplinary action (up to and including termination).

Posting of This Policy

This policy is to be posted in the FOUNDATION’s office, on its website, and be provided to all directors and officers at the commencement of their initial term of office and to all employees upon commencement of their employment with the FOUNDATION.

Your privacy is very important to us.

The Foundation of the Roman Catholic Diocese of Raleigh (FOUNDATION) has formal procedures in place to ensure the privacy of its donors. However, with the permission of individual donors, FOUNDATION may acknowledge names of donors in annual reports and similar publications and on plaques on display at FOUNDATION’s offices.  FOUNDATION will not sell or otherwise provide information regarding FOUNDATION donors to any other organization. All FOUNDATION donors have the option at any time to request that their names not be published in FOUNDATION materials or otherwise made public.

All methods of giving are processed using secure transactions.

Any transaction, whether by credit card, check or any other form of donation which provides personal information about an individual will be treated as private and protected information. This applies in every case, regardless of how a donor chooses to submit that information. If you elect to donate to FOUNDATION online, your information will be protected by advanced encryption technology.

FOUNDATION protects your personal information through physical, technical and organizational measures.

FOUNDATION will take appropriate steps to protect and secure your personal information against unauthorized access and to preserve the accuracy and proper use of that information. All of the information obtained and maintained by FOUNDATION is processed through safe, private and secure systems with user names and passwords for every individual having access to those systems. In addition, FOUNDATION requires all employees to keep confidential information to which they have access, in accordance with this privacy policy.

FOUNDATION will periodically review and update its Privacy Policy.

FOUNDATION will do so on a regular basis and will amend this policy as necessary. The most current form of this Privacy Policy will be posted on our website. You may also request a copy of our current Privacy Policy at any time by contacting us as specified below.

FOUNDATION will make every reasonable effort to keep your files complete, up-to-date and accurate.

Should you wish to update or correct your personal contact information, remove yourself from any or all of our contact lists, or discuss a privacy concern, please contact the FOUNDATION Office, 919/568-1065 or joe@FoundationDOR.org.

Purpose

The purpose of this Document Retention Policy is to establish proper maintenance procedures of The Foundation of the Roman Catholic Diocese of Raleigh (FOUNDATION) records to comply with applicable laws and regulations.

Scope

This policy is applicable to all FOUNDATION staff, officers, directors, consultants, contract workers, and temporary staff members.

Policy

Records, data, and information are organizational assets to be valued and managed in compliance with all applicable laws and regulations. All reports, records, documents, or other information compiled in the performance of duties must be completed fully and accurately. The Executive Director shall establish a Records Retention Schedule with the time periods for which certain categories of records must be maintained by the organization in accordance with law and industry best practices. Records and documents outlined in this policy include paper and electronic files (including email) and voice-mail records stored on network servers; desktop, laptop, and handheld computers; and other wireless devices that support text messages.

Roles and Responsibilities

  • All individuals subject to this policy are responsible for the proper creation, management, and storage of the records and information of the FOUNDATION and for remaining in compliance with this policy.
  • The Executive Director of the FOUNDATION has the primary responsibility for administering and managing this policy during day-to-day operations. The Executive Director shall establish an annual schedule to review retained records to determine which should be retained and which need not. The Executive Director, staff members, officers, directors, consultants, contract workers, and temporary staff members shall conduct this review of records in their possession in accordance with the Records Retention Schedule. Records subject to disposal shall be turned over to the Executive Director or his/her designee for destruction in accordance with best available practices or as instructed by the Executive Director. Under the guidance of the Executive Director, outside vendors and consultants may be retained to assist in the collection, management, retention, and destruction of FOUNDATION records.

Policy Provisions

  • Records and information are confidential and proprietary property of the FOUNDATION and may be made available outside the FOUNDATION only with the appropriate authorization and after consideration of the interests of the FOUNDATION.
  • All FOUNDATION records shall be retained in accordance with the Records Retention Schedule subject to all laws and regulations. If an individual subject to this policy determines that a category of records is not included on the Records Retention Schedule, the individual should inform the Executive Director, who may determine whether the Records Retention Schedule should be supplemented to include the identified records.
  • All individuals subject to this policy shall comply with the retention periods set forth in the Records Retention Schedule.
  • All records shall be destroyed upon the conclusion of their retention period in compliance with written procedures, subject to Provision 5 below.
  • Records identified as subject to litigation, an audit, or a government investigation shall be suspended from destruction. All records suspended shall not be destroyed until they are released by written notification of the Executive Director.
  • Records that have not passed their retention period may be stored offsite if the facility that is used to store the records meets the minimum standards established by this policy.
Document Retention Period
Articles of Incorporation Permanent
Bylaws Permanent
Board of Director Meeting Minutes Permanent
Board Policies and Resolutions Permanent
IRS Determination Letter(s) Permanent
IRS Form 1023 Permanent
Sales Tax Exemption Letter Permanent
Fixed Asset Records Permanent
Contracts 7 years after termination
General Correspondence 3 years