Approved by the AGM on 24 May 2003 Seoul, Republic of Korea. Last updated by the AMM on 28 October 2007 Bali, Indonesia.

Introduction

National Chapters Accreditation

Individual Members Appointment

Annexes:

1. National Chapter Self-Evaluation Form
2. Individual Members Review Process
3. Individual Member Register of Interests

As a global anti-corruption coalition, uniting independent and locally governed National Chapters (NCs) and a number of Individual Members, Transparency International (TI) has a rather innovative organisational structure to ensure and protect both:

• the movement’s integrity, cohesion and reputation, and
• the diversity and richness of opinion and actions within the movement.

As a value-based coalition of individuals and organisations, TI has established standards and policies summarised in the “Statement of Vision, Values and Guiding Principles of Transparency International” (called the “Umbrella Statement”), adopted by the Membership Meeting held in Prague on 6 October 2001. The “Values” comprise transparency, accountability, integrity, solidarity, courage, justice and democracy. Among the “Guiding Principles” are coalition building, political non-partisanship, non-exposure of individual cases of corruption, independence from funders, respect for fundamental rights and freedoms, and balanced and diverse representation on our governing bodies. It is in the interest of the entire movement that these values and principles are adhered to throughout the movement and enforced.

Accredited NCs account for at least two-thirds of the voting power at TI Membership Meetings. Thus there is a strong mutual accountability between the Board of Directors of TI and the NCs. This necessitates a careful procedure to assure that NCs are, and remain, in compliance with the Umbrella Statement and all basic principles of TI. Similarly, a procedure is required to assure that Individual Members also at all times comply with the Umbrella Statement and all basic principles of TI.

This “National Chapter Accreditation and Individual Member Appointment Policy” aims to:

• Protect the integrity, cohesion and reputation of TI, and to
• Strengthen and support the national chapters of the movement.

The TI Secretariat (TI-S) acts on behalf, and under the direction, of the Board, which is assisted by the Membership Accreditation Committee (MAC), to help the TI movement achieve these aims.

All procedures shall be characterised by due process and transparency.

This policy describes in general terms the procedures involved but reference should be made to specific documents for the detailed rights and obligations of TI and its NCs and IMs.

The objective of this policy is to assure/achieve a movement of strong, effective and accountable NCs. Where weaknesses are identified, at any time, they should be addressed jointly and constructively, with a primary view to strengthening the position of the NC and thus of the movement as a whole.

The Process

To be a member of the TI movement, a NC must:

• demonstrate its determination, diligence and competence to combat corruption in its own country/ territorial entity;
• adopt and accept the Umbrella Statement and continuously act in accordance with it;
• take all necessary steps to protect the name and logo of TI (by registering both in the name of TI) under the laws and regulations of the respective country/ territorial entity;
• develop, and comply with, a code of conduct for its members, board members, officers and staff; and
• share regular financial and activity reports with the Secretariat of TI (TI-S).

The initiative to create a TI National Chapter (NC) normally comes from individuals or an existing organisation in a country/ territorial entity. The process to establish a partnership between such local individuals or organisations and TI is called the accreditation process. The MAC is responsible, in consultation with the movement and the management of TI, to elaborate the self-evaluation forms to be used in the different phases of the accreditation process.

Pre-Accreditation Process

Phase one – National Contact

As the first step, an understanding is reached between the TI Management and a group of persons (individuals or an existing organisation) that the group will work towards forming a National Chapter of TI in its country/territorial entity. Through a “National Contact Agreement”, TI will recognise this group as the “National Contact” of TI. At this stage, the National Contact may not use the TI name or logo, may not call itself a TI National Chapter, and may not (unless specifically authorised to do so) speak on behalf of TI. National Contact status is granted for two years, after which the agreement will expire, unless the contact group has applied for, and been granted, National Chapter in Formation (NCiF) status, or the signed agreement has been extended by TI. Such an extension can be for a maximum of one year. National Contacts can attend the TI Membership Meetings, but have no voting rights.

Phase two – Provisional Accreditation

As soon as the National Contact’s actual performance and achievements warrant it, normally within 24 months, TI-S enters into a new Agreement with it, recognising it as a “National Chapter in Formation”. This Agreement entitles the National Chapter in Formation to use the TI name and logo, provided it has initiated the process of registering the TI name and logo in the name of TI and has fulfilled all other obligations stipulated in the Agreement. The National Chapter in Formation will become a Provisional Member of TI. It can attend the TI Membership Meetings, but it has no voting rights. Provisional accreditation (National Chapter in Formation status) is granted for two years, after which the agreement will expire, unless the chapter-in-formation has applied for, and been granted, full accreditation as National Chapter of TI in a given country/ territorial entity, or TI has extended the signed agreement with the agreement of the MAC. Such an extension can be maximum one year.

As a general practice, in the above described provisional accreditation phase, the TI Board and the MAC have no formal approval function. However, the MAC will be regularly updated and consulted, if necessary, by the TI Management about granting National Contact and National Chapter in Formation status and related matters.

Accreditation Process

When a National Chapter in Formation has demonstrated its determination, diligence and competence to combat corruption in its own country/ territorial entity and as a member of the movement (normally in not more than 24 months from the date in which it became a NCiF) the organization may apply for full accreditation. The application sent to TI will include:

• a completed National Chapter Self-evaluation Form for Initial Accreditation,
• a copy of the latest audited or independently examined accounts of the NCiF
• a summary of the NCiF's finances as requested by the TI Board's Finance, Committee
• evidence that registration of the TI name and logo in the NC’s country/ territorial entity in the name of TI has been initiated or completed
• a code of conduct as adopted by the NCiF
• a publication of a Registry of Interest for the members of National Chapter in Formation’s governing body, along the lines of the TI Conflict of Interest Policy
• most recent work plan and budget
• last annual report

The NCiF shall submit its application to the relevant Regional Director at TI, who will review the application and submit it to the MAC together with a brief report and commentary on the NCiF’s application.

The MAC will review the application and the Regional Director’s comments, and submit its recommendation to the Board of Directors, either:

• to grant full accreditation, or
• to identify certain actions the National Chapter in Formation should take before full accreditation can be granted. In the latter case, the National Chapter in Formation status will be extended for a maximum of one more year.

Once an organisation has been fully accredited and has signed the relevant corresponding documents, it is a full-fledged National Chapter of TI, with voting rights and all other privileges and obligations applying in the movement.

Confirmation of Accreditation Process

A tri-annual review of TI National Chapters takes place to help strengthen National Chapters and to assure that they continue to comply with the Umbrella Statement and all basic principles of TI and are contributing to the goals of the movement. Each three-year anniversary after the date in which full accreditation was granted, each NC is asked by TI to complete a self-evaluation form, consisting of answers to a standard accreditation review questionnaire in which beyond general compliance, democratic governance as stated in the TI Umbrella Statement, and overall performance, impact assessment is also addressed.

Upon agreeing on a date with TI-S and the MAC, the NC shall submit its completed self-evaluation questionnaire and additional required documentation to the relevant Regional Director at TI, who will review the evaluation and submit it to the MAC together with a brief report and commentary on the NC’s evaluation.

The MAC will then review the case and submit its recommendation to the Board of TI either for:

• confirmation of accreditation – the full accreditation remains in effect, or
• the need for corrective action (in sufficient detail) by the NC, with time allowed (normally 6-12 months) following which a further review will take place, or
• immediate suspension, or
• dis-accreditation (which would require exceptional circumstances).

Special Review

The Board or the MAC may at any time initiate a review into any NC, specifying the reasons for and terms of reference of such a review.

Dis-Accreditation and Suspension

When all efforts to strengthen a NC and bring it into compliance with the Umbrella Statement, all basic principles of TI and the requirements of the accreditation process are unsuccessful, TI will consider voluntary withdrawal, suspension or dis-accreditation of the National Chapter.

The Board of Directors may at any time suspend a NC with immediate effect, if there are reasonable grounds to believe that this is considered necessary to avoid a threat to TI or its reputation, or for reasons threatening the safety or security of any TI or NC members, officers or staff members. Suspension of an accredited National Chapter results in a withdrawal of its right to vote and the ineligibility of its Official Chapter Representative to stand for election. In addition, the suspension should be recorded on the TI-website and could trigger a Special Review of the Chapter which will be conducted by the Board of Directors.

The MAC or the Board may also initiate a process to dis-accredit a NC or stop the accreditation process at any stage. If the MAC intends to recommend to the Board the dis-accreditation of a NC (on grounds of non-compliance or inactivity), the MAC should inform the Board and the NC in question explaining the reasons for its decision, giving the NC a 3 month notice. Within that period of three months the NC has the opportunity to explain the reasons why dis-accreditation should not take place. After this grace period, the MAC makes its formal recommendation to the Board, taking any new facts into account. The final decision will be taken by the Board of TI. In cases of dis-accreditation, the final decision will be reported to the following Annual Membership Meeting.

In the event of dis-accreditation or resignation from TI, the National Chapter shall forthwith cease to use the name and logo of TI or claim affiliation with TI, and shall take any action necessary to make sure that it does not continue to be perceived as associated with TI.

Appeals

The respective accredited National Chapter may appeal against a dis-accreditation decision made by the Board, by sending a communication in writing to the Chairperson within six weeks of the receipt of the decision appealed against. In such cases, the Board will seek the advice of the MAC before making its final decision.

The objective of appointing Individual Members (IMs) is for the movement to avail itself of the competence, dedication and experience of individuals of recognized integrity from diverse geographical, cultural and professional backgrounds, who acknowledge the Charter of TI and are committed to the active promotion and realization of its goals.

The number of Individual Members should be less than one third of all Members.

The MAC is responsible, in consultation with the movement and the management of TI, to elaborate the forms used for re-appointment or appointment of IMs.

Appointment

An individual can be considered for membership as an Individual Member through three means:

a. Through self-application in writing supported by two existing Members, or

b. Through recommendation by a National Chapter, or

c. Through recommendation from an Advisory Council Member supported by one Member.

In all cases, these should be addressed to the Chairperson for consultation of the Membership Accreditation Committee (MAC) and final submission to the Board of Directors for its approval.

In this context:

Recommendations by the MAC on Individual Member appointments should be published on the TI Chapter Zone at least one month prior to the Board taking a decision, so that the views of Chapters and other Individual Members could be made known to the Board to inform its decision. Such posting on the Chapter Zone should be notified to the TI Movement by e-mail. The MAC recommendation should be accompanied by a resume of the applicant and outline the reasons by making explicit the competence and dedication the candidate would bring to TI.

In the context of the review of applications for re-appointment or appointment as a TI Individual Member (IM):

a. The MAC should also invite and review the feedback on the perceived competence, dedication, experience and integrity of the concerned IM from (i) the Board of the National Chapter in the home country of the IM being reviewed, (ii) from other National Chapters mentioned in the questionnaire submitted by the IM, (iii) from the TI-Secretariat and (iv) could also seek the opinions of outside individuals.

b. All these opinions will be sent directly to the Chair of the MAC. The Chair of the MAC will then transmit all these comments in full to the other members of the MAC, copied to the responsible staff at TI-S, identifying the source of the comments. This information will also be sent in full to the concerned IM or candidate for IM giving that person a specified time of not less than one week for his or her personal comments. Later, these comments should be reported in the report that the MAC would send to the Board supporting or not a particular person's appointment.

(1) Prior to any review procedure for re-appointment, all IMs should be asked in a letter from the Chair of the Board whether they wish to stand for reappointment or not. In case an IM responds negatively, the review process of that IM will not take place and he or she will continue as an IM until the end of the month in which the negative message from the IM is received at the TI Secretariat.

(2) When considering new applications the Board and the MAC should review the competence and dedication of the concerned candidates and bear in mind geographic diversity, gender and age.

In order to asses the competency of current and prospective IMs, the MAC and the Board should take into consideration that IMs should be expected to primarily make a contribution to the TI movement through their participation in global and regional issues and programs; and that a contribution to the TI movement solely through participation in the Chapter in his/her country of residence would not be sufficient to justify appointment or re-appointment as an IM.

In this context, TI-S should take appropriate measures to facilitate the contribution of IMs into the work of the global movement.

(3) In cases where the Board decides in favor of appointing new Individual Members, this should be reported on the TI Chapter Zone, outlining the Board’s rationale, particularly concerning the competence of the new Individual Member and her/his dedication to TI.

The Board should report annually about the composition of the Individual Member group in terms of geographic diversity, gender and age. The appointment of Individual Members will be for a term of up to three years. If recommended by the MAC to the Board, renewal could be without a limit to the number of terms. Both in the case of procedures for re-appointment or appointment as a TI Individual Member, current and prospective IMs should be asked in a letter from the Chair of the MAC whether they wish to put themselves forward for a full 3 year term or for a shorter period.

In the case of a Board member up for re-appointment as an Individual Member, such review will be postponed to the end of his or her Board term.

For IMs due to be reviewed for re-appointment in any given year, the reviews should be completed during that calendar year. If any such IMs do not have their terms renewed then their existing terms should end on the date of the Board decision. For those IMs given an additional term, their existing terms would end on 31 December of the last year of their new appointment and the new terms should run from 1 January of the year immediately after their re-appointment. IMs and prospective IMs would then be due for review again in the last year of their new term.

Removal

An Individual Member may be removed from the Register of Members by decision of the Board of Directors should he or she fail to pay relevant membership fees (if any such membership fees are decided upon by TI) after two written reminders. The Individual Member may only be removed on expiration of a period stipulated in the second reminder, and only if the second reminder explicitly states that removal will be the penalty for any continued failure to pay. The Individual Member must be informed of any decision to remove him or her.

Expulsion

If in the opinion of the Board of Directors an Individual Member prejudices the interests of TI through his or her action or inaction, or brings TI into disrepute, that Member may be expelled from TI by decision of the Board of Directors. Before such decision is taken, the Individual Member must be afforded an opportunity by the Board of Directors to reply to the charges either at a hearing or in writing. Thereafter the Board of Directors must send the Individual Member in writing the reasons for its decision.

Suspension

The Board of Directors may at any time suspend an Individual Member with immediate effect, if this is considered necessary to avoid a threat to TI or its reputation, or for reasons threatening the safety or security of any TI or NC member, officer or staff member.

Appeals

The respective Individual Member may appeal against any removal, expulsion or suspension decision to the Board, by writing to the Chairperson within six weeks of the receipt of the decision appealed against. In such cases, the Board will seek the advice of the MAC before making its final decision, and will append the recommendation of the MAC to its final decision.

This form should be filled out by the NC in close consultation with its officers and staff; it is subject to approval by the governing body of the NC (board of directors etc). The PO at TI-S is available for consultation and assistance.

This form should be accompanied by a candid self-assessment of the NC’s strengths and weaknesses and the identification of areas where strengthening efforts will be directed, if any.

1. Policy Issues:

1.1 Has the Chapter adopted a Code of Ethics or Code of Conduct?

1.2 If so, how does it relate to TI’s Umbrella “Statement of Vision, Values and Guiding Principles” dated 6 October 01? If not, what plans does the Chapter have to adopt such a Code?

1.3 How does the Chapter adhere to the seven core values (transparency, accountability, integrity, solidarity, courage, justice and democracy) of the Umbrella Statement?

What difficulties has the Chapter experienced in applying any of them?

1.4 How does the Chapter adhere to the ten Guiding Principles of the Umbrella Statement? What difficulties has the Chapter experienced in adhering to any of them?

1.5 What systems and processes are in place to enable the Chapter to adhere to Core Values and Guiding Principles?

2. Accountability Issues:

2.1 What legal status does the Chapter have according to the laws of the country? If it is registered, for example as an NGO, what is its registered name and number? If not registered yet, please explain why not and when registration is expected.

2.2 What kind of membership structure does the Chapter have? Does the Chapter accept individuals as members? Does the Chapter have corporate members? What are the conditions for becoming a member?

2.3 What is the governance structure of the Chapter?

How is the governing body (such as a board) elected or appointed, and by whom?

2.4 How many meetings did the governing body (board or other body) hold in the last 12 months?

2.5 What records (minutes etc) of these meetings are kept?

How can members gain access to these records?

2.6 When were general membership meeting(s) held in the last 12 months?

2.7 What reports does the Chapter issue about its activities?

What is the date of the last annual report? To what period did it relate?

When was a copy of it sent to TI-S?

2.8 What regular financial statements does the Chapter issue? What was the date of the last annual financial statement?

Was it audited? If so, by whom?

If not, was it independently reviewed? If so, by whom?

If neither audited nor independently reviewed, what plans does the Chapter have to provide external assurance about its published accounts?

2.9 When was the latest financial statement sent to TI-S?

To what period did it relate?

2.10 Who represented the Chapter at the last Membership Meeting of TI?

2.11 How does the Chapter communicate regularly with TI-S?

What benefits or difficulties does the Chapter experience in this communication?

3. Governance, Performance and Activities:

3.1 Does the Chapter have a work plan for the current fiscal year? If yes, was it approved by the governing body (board)?

If not, how does the Chapter record the planning of its activities?

3.2 Does the Chapter have a budget for the current fiscal year? If yes, was it approved by the governing body (board)?

If not, how does the Chapter record the planning of its financial management?

3.3 Summarise what impact and difference the Chapter’s plans envisage in the country over the current and/or next year.

3.4 Please list (if suitable, in an annex) principal projects the Chapter started or completed in the last 24 months.

What written reports are available on the Chapter’s projects?

3.5 What public or private institutions have asked the Chapter for its input or expert opinion? On what topics?

3.6 What campaigns or other forms of lobbying to influence public policy has the Chapter launched, or taken part in with others?

On what issues has the Chapter focused?

3.7 How has the Chapter contributed to drafting laws or regulations concerning corruption fighting? Please list laws and/or regulations in force in which its expertise and advocacy made a difference.

3.8 How has the Chapter monitored the enforcement of any laws and/or regulations or other anticorruption measures (national, regional or municipal) in the country?

3.9 What publications has the Chapter (or members) produced for wider distribution? Please list a few.

3.10 Does the Chapter produce a regular Newsletter? If yes, is it placed on the Web?

3.11 What other groups (other NGOs, professional organizations etc) does the Chapter cooperate with? What role (leader and/or participant) does it play?

3.12 In what joint projects has the Chapter participated in with other TI units?

3.13 What conferences, workshops etc has the Chapter organized/hosted? Please provide examples.

3.14 What experience does the Chapter have of the media and others (legislatures, governments, associations, private sector or individuals) seeking advice or expertise from the Chapter (or individual members) on corruption issues?

3.15 To what extent does the membership and governing body of the Chapter represent a cross-section of:

• professions
• gender
• generations
• the political spectrum in the country
• geography
• social background?

Please comment on the Chapter’s composition.

3.16 How many members does the governing body (board etc) have? For what terms are they elected or appointed?

3.17 What changes have there been in the membership of the governing body (board etc) of the Chapter over the last three years?

3.18 How many individual members? corporate members? Does the Chapter have at present? How many of each were recruited in each of the last two calendar years?

3.19 In what ways are members encouraged/allowed to initiate/lead/participate in activities of the Chapter?

3.20 What are the main sources of funding for the Chapter’s activities? To what extent is the Chapter dependent on particular funding sources? What difficulties does the Chapter experience in raising resources?

3.21 To what extent are the Chapter’s activities/ work plan/ impact significantly constrained by:

• lack of financial resources?
• lack of human resources?
• lack of public interest or opportunity?
• external resistance or harassment?

3.22 What logistical base does the Chapter have (such as an office, a manager and communication facilities)?

3.23 Does the Chapter have paid staff? How many? With what professional backgrounds?

The 2007 Annual Membership Meeting of TI at Bali/Indonesia, approved a revised National Chapter Accreditation and Individual Member Appointment Policy which prescribes a regular review of Individual Members (IMs) of TI. The aim of the review is to consider whether and how the IMs have been able to serve the TI Movement, and whether and in what way IMs are willing to contribute in future. The concerned IMs are invited to answer an eight-point questionnaire.

Kindly answer in bullet point form so that the full self-evaluation is kept to no more than 1.5 pages.

1- How have you been able to serve the TI Movement in the last two years?

2- In that capacity, did you interact with any TI National Chapters (other than your own) and if so, which National Chapter(s) and in what way?

3- Are you committed to continue serving the TI Movement in the future? If so, how and for how long?

4- Reflecting that the declared objective of appointing Individual Members is for the TI Movement "to avail itself of the competence, dedication and experience of individuals", please state briefly how your background and current circumstances equip you to serve the TI Movement.

5- If not already submitted to TI-S, please sign the attached TI Statement of Vision, Values and Guiding Principles (Umbrella Statement) and return it with this questionnaire. (Annex 1)

6- If not already submitted to TI-S, please sign the attached Conflict of Interest Policy and return it with this questionnaire. (Annex 2)

7- Please complete the attached register of interests and return it with this questionnaire. This disclosure statement will – unless it is already in the public domain - be made accessible, for purposes of this review, only to members of the TI Board of Directors, of the Membership Accreditation Committee, the TI-S staff supporting them, and the Chairperson of the NC in the country where you are resident. (Annex 3)

8- Any further comments you would have.

NC(s) mentioned by the IM under question (2), as well as the TI Chapter of the country in which the Individual Member is resident, should be asked to comment on the perceived competence, dedication, experience and integrity of the concerned IM. Comments received from the Chapter will be copied to the IM who will be entitled to respond to them within a short specified period not less than one week.

TI-S (concerned Regional Director if relevant, the CEO and/or the Governance Coordinator) would provide comment both on the self-evaluation and on the competence, dedication, experience and integrity of the concerned IM.

The TI-S comments and recommendations should also be sent in draft to the IM giving the IM a short specified time of not less than one week to respond, before the review documentation is submitted to the MAC.

The MAC formulates its recommendation to the Board regarding renewal or non-renewal on the basis of an overall assessment of all inputs.

As indicated in paragraph 7 of the IM Questionnaire, this disclosure statement will be made accessible, for purposes of this review, only to members of the TI Board of Directors, of the Membership Accreditation Committee, the TI-S staff supporting them, and the Chairperson of the NC in the country where the IM is resident.

Name:

Date on which initial Register statement was submitted:

Remunerated affiliation(s):

Non-remunerated affiliation(s):

Significant (>5%) ownership or controlling position of a commercial enterprise:

Any companies or organisations in which the member has more than 5% of his/her total assets:

Public Office(s) held:

Other potential conflict of interest aspects:

Date:

Signature:_________________________