ERIKS Code of Conduct is Erikshjälpen's Code of Conduct policy in English. The policy governs that Erikshjälpen's vision and values are reflected in all work and conduct, both inside and outside the organization. Adopted by Erikshjälpen's board 2013-10-01.
1. introduction
Being involved with ERIKS brings with it great responsibility, not only in the implementation of the work, but also in terms of the behavior of the people involved. The vision and values of ERIKS are to be reflected in all our work and conduct, inside and outside the organization. This means that it is very important for you to maintain our good reputation, in your work with partner organizations, in contact with authorities and with people in general - in-country and abroad.
These guidelines are expected to be adhered to by everyone who engages in assignments on behalf of ERIKS; all staff, board members, and those engaged as experts or consultants.
2. transparency
Decisions must be open and transparent. Everything you do in your work must be transparent and verifiable for collegues and others ERIKS chooses to involve in this work.
3. respect
You have a responsibility to treat all people with respect. You must have understanding for the opinions and views of others. When working to promote child rights and ERIKS' vision and values in a context which conflicts with these values, it is important to act wisely and with sensitivity.
4. No Abuse of Your Position of Power
Development aid and assistance not only means a transfer of financial resources and knowledge, it often brings with it an aspect of power. In your work, it is therefore likely that you will come into contact with people who are or who feel as though they are in a position of dependence to you. This could be people in the partner organization or people in the target group, or other people within ERIKS. You must never abuse your position of power. In addition, you must not abuse your position of power to give other people benefits that they would not normally have had. Your behaviour and relationship with the partner organization and other people must not be such that people believe you are demanding or expecting different services or benefits.
5. Non-Discrimination
You must not discriminate against any individual person or group, irrespective of gender, age, ethnic background, religion, sexual preference, political beliefs or functional impairment; either within ERIKS, the partner organization or people in general. It is important that you pursue this obligation actively in the framework of partnership collaboration, as project and its activities should aim at making it possible for the aforementioned groups or people to take part.
6. No Sexual Abuse or Harassment
All forms of sexual abuse are forbidden, as are all forms of sexual contact between adults and children, i.e. persons under the age of 18. Purchasing sexual services is strictly forbidden. It is forbidden to use the technical equipment (computers etc.) that ERIKS provides you with to look at or spread pornographic material. No employee or person that you come into contact with should in any way be exposed to sexual harassment, either physically or psychologically. Sexual harassment refers to unwelcome behavior based on gender, or unwelcome behavior of a sexual nature that violates the person's integrity. You have an obligation to know about and follow ERIKS' Child Protection Policy.
7. Non-Corruption
Corruption means misusing an organization's/company's/authority's resources for your own benefit. You must not in any way contribute to corruption, for example by giving or receiving bribes, either in the form of money or other benefits with the aim of giving you advantages over others. ERIKS' Anti-Corruption policy and response plan have a zero tolerance approach to corruption. If you suspect any irregularities, the response plan tells you whom at ERIKS to contact.
8. alcohol and drugs
When you are working (in-country or abroad), alcohol consumption is only allowed in exceptional circumstances, such as official dinners or similar occasions. On these occasions, it is extremely important to consume alcohol in moderation. During your free time on work mission, you should also be restrained in your alcohol consumption, as you are a representative for ERIKS. ERIKS never pays or offers alcohol. Alcohol consumption is completely forbidden when driving, and as a passenger, you should always react if you suspect that the driver is drunk. All forms of involvement with, possession or consumption of narcotic preparations are forbidden, unless when they are prescription drugs for your own use.
9. Knowledge of the Guidelines
Everyone who engages in assignments on behalf of ERIKS; all staff, board members, and those engaged as experts or consultants, must be made familiar with this Code of Conduct. Being one of these persons, you are obliged to familiarize yourself with and follow these guidelines.
10. follow-up
This code of conduct is a guiding document that has been adopted by ERIKS' Board of Directors. From October 1st 2013, this document must be signed by all engaged in assignments on behalf of ERIKS; all staff, board of directors, and those engaged as experts or consultants. In case of suspected breach of the Code of Conduct, you must be given a written warning and the possibility to respond to the allegations. Repeated or deliberate breach of the Code of Conduct may result in termination of the employment/assignment. Any termination of employment will be presented to the Board of Directors for a final decision on the matter. If a failure to follow the regulations is also a breach of Swedish law, you can also be taken to court.
Eriks Child Safeguarding Policy is Policy för barns rätt till trygghet och skydd in English. The policy aims to formulate and clarify the principles and approaches that Erikshjälpen applies to prevent children from being harmed and how the organization acts if any child is harmed in any of Erikshjälpen's activities.
Adopted by Erikshjälpen's board 2022-02-03. Minor adjustment approved by Erikshjälpen and Erikshjälpen Second Hand's management groups 2023-01-31.
1. introduction and purpose
ERIKS vision is "A better world where children's dreams come true". It is a world where every child feels safe and secure. Therefore, ERIKS takes all necessary measures to ensure that the organization, its programs, and employees have the best interests of the child in focus and prevent children from being harmed. Any suspicious or confirmed cases of neglect, violation and abuse are taken seriously and handled according to established procedures and guidelines.
This Child Safeguarding Policy aims to formulate and clarify the principles and approaches that ERIKS applies to prevent children from being maltreated and how the organization acts if any child is harmed in any of ERIKS' activities. It applies to the entire ERIKS, which means the Child Rights- and the Second Hand- organization in Sweden as well as internationally and should be applied to by ERIKS's employees, trainees, field students, volunteers, recruiters, board members, consultants and other people who perform work for ERIKS. The policy determines responsibilities and roles in the work to ensure that children are protected and safe within the organization. The policy is complemented by a position paper¹, describing ERIKS's view on children's right to protection and explaining how ERIKS works with this issue as a focus area in the Programme activities.
The Child Safeguarding Policy interacts with the organization's other policies. When needed, guidelines and practices are developed to provide guidance to employees in how the work should be carried out within different parts of the organization.
ERIKS is a child rights organization and works primarily with a focus on children. A child is any person under the age of 18. ERIKS's own activities or projects supported by ERIKS also involve young adults, above the age of 18. The overarching principles of the right to protection in this policy, and related documents, apply to all persons who participate in or are affected by ERIKS's work and activities.
The policy's main message is adapted and made accessible and understandable to participating children in the activities for which ERIKS is directly responsible.
In cases where activities are carried out by partners, and the partner has its own policy for child safeguarding, the partners policy should be followed.
This policy is followed up annually and revised if necessary.
ERIKS' Thematic Position paper - Right to Protection
2. ERIKS' fundamental values
ERIKS' commitment to work for the rights of the child is guided by the organization's identity and values - to work in the spirit of founder Erik Nilsson, based on Christian values, a Christian view of humanity, and the UN Convention on the Rights of the Child. The Convention on the Rights of the Child clearly states that every child has the right to life and development, and to be protected from all forms of violence, abuse, maltreatment, and exploitation. All children, without distinction, have the right to be protected in the activities of ERIKS and its partners. Everything ERIKS does should have the best interests of the child in focus. Therefore, ERIKS commits itself to create safe environments for children where they can develop and prosper, as well as to integrate measures to ensure children's safety and protection in all processes and systems within the organization. ERIKS has zero tolerance for child exploitation and abuse, as well as violations and harassment.
ERIKS adheres to the following definition of child protection: Measures and structures to prevent and respond to abuse, neglect, exploitation, and violence affecting children. Child protection means safeguarding children from harm. Harm includes violence, abuse, exploitation, and neglect. The goal of child protection is to promote, protect and fulfill children's rights to protection from abuse, neglect, exploitation, and violence as expressed in the UN Convention on the Rights of the Child (UNCRC) and other human rights, humanitarian and refugee treaties and conventions, as well as national laws.²
In addition to the above, ERIKS recognizes that harm includes physical, sexual, social, psychological, emotional, and spiritual aspects which affect the child's health, survival, development, or dignity in the context of a relationship or responsibility, trust, or power. Children must be protected from both potential and actual harm.
² ERIKS Thematic Position paper - Right to Protection
3. ERIKS' commitments to ensure that children are protected
In order to ensure children's right to protection in their activities, ERIKS undertakes to prevent, act and follow up as follows:
3.1 Prevent
All workers in Sweden and internationally, i.e., employees, trainees, field students, volunteers, recruiters, board members, consultants and other people who perform work for ERIKS are obliged to sign that they have read and understood ERIKS's policy and will follow its guidelines.
When recruiting workers for work assignments together with children, their suitability is checked through, for example, references and extracts from criminal records.
ERIKS creates awareness among staff and other persons concerned about the issue of children's safety and protection through information and training.
ERIKS plans its work so that risks are minimized for children to be harmed, exploited, or abused, which includes carrying out risk assessments.
ERIKS has an easily accessible and child-friendly complaints and response mechanism for reporting on anomalies in its activities as well as routines for how complaints should be followed up.
ERIKS informs participants and guardians in activities for which ERIKS is directly responsible about the Policy on Child Safeguarding and where they can turn to report irregularities. In cases where activities are carried out by partners, it is the partner's responsibility to inform participants and guardians about its policy. The partner's reporting procedure shall be followed.
ERIKS has specially appointed persons (child protection representatives) in the organization with the task of proactively monitoring the issue of children's safety and protection and ensuring that the organization's commitments are fulfilled.
ERIKS ensures that partner organizations within the programs have their own policy for child safeguarding and that it is complied with. ERIKS also encourages partners to have their own child-friendly complaints and response mechanism. In cases where such a policy is missing, partners must apply ERIKS's policy until they have designed their own.
3.2 Act
ERIKS commits itself to take any concerns raised seriously and to act promptly based on developed guidelines and practices in the event of suspicion of or detected misconducts and irregularities related to children's right to safety and protection. ERIKS also ensures that partners act according to this paragraph.
ERIKS assists in facilitating any investigation in cases that must be reported to authorities.
3.3 Follow-up
If misconducts or irregularities are detected, this is followed up with measures to ensure that the incident does not happen again. It may involve amendments of routines, suspension of cooperation or transfer of staff or termination of contracts. Victims of abuse or violation are offered support based on what the situation requires.
4. reporting
In the event of suspicion of or detected misconducts and irregularities relating to children's right to safety and protection in ERIKS´s activities, reporting must be done in accordance with decided guidelines. Internal reporting takes place in all cases. Reporting to the relevant authorities is made after consultation with the nearest manager concerned and where the conclusion is that it should be done.
In the event of incidents within international projects supported by ERIKS, ERIKS' regional offices ensures that the partner organization handles the matter in accordance with the current policy and applicable laws and regulations in the country in question.
All reporting, both near miss and incident reporting, shall take place urgently, if possible, within 24 hours.
All reports received are handled professionally, confidentially and in the most appropriate manner. If the authorities need to be involved, this is done with the best interests of the child in mind.
For more detailed instructions on reporting procedures guidelines should be available.
5 Liability
The Boards of ERIKS and ERIKS Second Hand are responsible for adopting the policy and for revising it if necessary.
The Secretary General of ERIKS and Chief Executive Officer for ERIKS Second Hand have the ultimate responsibility for the safety and protection of children within ERIKS' activities, that the policy is implemented, followed, and complied with as well as kept alive and updated. A summary description of how the policy has been complied with should be included in ERIKS' annual report.
Each Programme director and regional manager are responsible for ensuring that the policy is followed in their area of responsibility, and that perspectives on children's safety and protection are integrated into all work. This is done in consultation with the specially appointed child protection representatives from the Programme departments.
In international projects run by partners, the regional manager is responsible for ensuring that a Child Safeguarding Policy are in place and complied with.
Everyone who works for ERIKS (employees, trainees, field students, volunteers, recruiters, board members, consultants and other people who perform work for ERIKS) should contribute to ensure that children are safe within the organization's activities by following this policy and attached guidelines, as well as reporting deviations from the policy.
In connection with temporary visits to ERIKS's projects or activities, in Sweden as well as internationally, where children participate, receiving staff are responsible for ensuring that visitors follow ERIKS's Child Safeguarding Policy and associated guidelines
6. attachments
- Attachment 1: Definitions
- Attachment 2: Guidelines for child safeguarding and reporting procedure
- Attachment 3: Statement of acceptance for child safeguarding
7. certification
I hereby certify that I have read and understood ERIKS Child Safeguarding Policy and associated attachments. I undertake to always act in accordance with this policy and to contribute to its compliance with the organization. I undertake to do everything I can, based on my powers and responsibilities, to protect children from harm, risk of harm or of being subjected to violation and abuse as well as to report deviations from the policy. I thereby contribute to ensuring that children can be safe and secure in all the activities conducted by ERIKS and its partners.
I understand that violations of ERIKS Child Safeguarding Policy can lead to labor law measures and constitute reasons for the termination of my employment or assignment for ERIKS.
I am aware that certain behaviors that breach ERIKS Child Safeguarding Policy might result in a police report which can lead to consequences under criminal law.
Children's right to safety and protection
Erikshjälpen works for all children's right to safety and protection, to influence and change the fact that many children in the world are suffering. Our goal is that all children should be able to live a life in safety.
Read more about how we work on safety and security
Erikshjälpen's fundraising policy governs all fundraising within Erikshjälpen and must be applied to all types of fundraising. Approved by Erikshjälpen's board 2024-11-29.
1. Introduction and purpose
At Erikshjälpen, we boldly raise money to continue our work for a changed world where children's dreams come true. We realize children's rights through interventions for education and leisure, health and safety and protection, as well as humanitarian interventions. We want to give children and young people around the world the help and opportunity to dare to dream about the future. We believe in children and want to give them the conditions for a better life and a more secure future.
According to Erikshjälpen's values, we want to work in "Erik's spirit". This means that we take the responsibility of managing donors' gifts and trust very seriously. Erikshjälpen's fundraising work is aimed at private individuals, Corporate, parishes and associations. We regard every gift as an expression of personal commitment. This has been the case since the days of Erik Nilsson.
Erikshjälpen's activities are funded by private fundraising, institutional contributions and surplus from our Second Hand shops. This policy clarifies for our donors the principles that apply to fundraising activities, how Erikshjälpen raises money and how we handle gifts. The fundraising policy also provides guidance and direction to Erikshjälpen's employees, volunteers and others who participate in our fundraising work.
Erikshjälpen's fundraising policy governs all fundraising within Erikshjälpen. However, gifts in the form of used goods to Erikshjälpen Second Hand are not covered by this policy.
2. Definition of funds raised
Gifts from the public/privateprivate individuals, organisations, Corporate, communities, private and non-profit funds and foundations, testamentary gifts and the value of donated assets are counted as funds raised. A gift to Erikshjälpen must always be voluntary.
Contributions in the form of money from Corporate can be legally defined as either a gift or sponsorship. Corporate partnerships, where the contribution from the company is to be met by some type of counter-performance from Erikshjälpen, are considered sponsorship and are designed in dialog, after which we write an agreement that clarifies the scope and division of responsibilities.
3. transparency and accountability
Information and reporting back
We see our various aid and development projects as a partnership with our donors. As part of strengthening this partnership, we provide regular feedback with examples of how funds raised have been used.
We've got it covered! Safe and controlled fundraising
Erikshjälpen's fundraising towards the public, and the handling of donations, always takes place via a 90 account that is controlled by Swedish Fundraising Control. This means that the collection is checked annually to ensure that we do not have unreasonable collection and administration costs. At least 75 percent of the total income must go to the purpose. Erikshjälpen is also a member of Giva Sverige, the professional association for fundraising in Sweden, and applies their quality code. The purpose of the code is to promote transparency, professionalism and increased trust.
In Erikshjälpen's annual report, which is available at erikshjalpen.se, we report funds raised, costs, funds distributed and the results and effects of our interventions.
Erikshjälpen follows current legislation when handling personal data. Detailed regulations can be found in our Privacy Policy (personal data policy).
4. Approach to donors
We respect our donors!
Erikshjälpen's fundraising work is completely dependent on committed donors who want to join us in the work for children's rights and future. We do not just want to collect as much money or as large gifts as possible. For us, the small gift is as important as the big one.
In Erikshjälpen's fundraising work, it is central to respect the donor's wishes. This means that:
- If a donor does not wish to be called, receive a fundraising letter or our magazine, we respect this and note it in our register.
- If a donor wishes to remain anonymous, this should be respected. The donor's name should never be published
without the donor's consent. Erikshjälpen does not pass on the donor's name to another
organization or Corporate, unless this is required to conduct information and
fundraising work (e.g. printers). - The donor must be able to find out the names and contact details of people in
Erikshjälpen's management. - The donor has the right to know if the person requesting a contribution to Erikshjälpen is a volunteer
an employee or an external consultant - The donor should be able to expect a correct and professional treatment from
Erikshjälpen's representatives and should never be subjected to pressure. - The donor should be able to ask questions to Erikshjälpen at any time and expect a quick
and reliable answer. Any complaint can be submitted directly to an employee at Erikshjälpen
or submitted via a form on erikshjalpen.se, where it is also possible to be
anonymous. complaint are always treated with respect and kindness, followed up carefully, and lead to
relevant measures.
What can a donor be involved in deciding?
Erikshjälpen strives to ensure that most of the funds raised are not earmarked. This means that we can use the funds where they are most needed and do the most good. If it is of great importance to the donor to direct the gift to a special purpose within the framework of Erikshjälpen's projects, this can be done in consultation with donor service.
The donor has the right to receive information about what the funds raised are used for. In fundraising campaigns and disasters, the donor must be able to easily find out what purpose the funds raised are for and, for example, which organisations Erikshjälpen chooses to cooperate with on site in the crisis-affected area.
If, for some reason, targeted gifts cannot be used for what the donor wanted, the donor must be contacted and offered the opportunity to direct the gift to another purpose. If Erikshjälpen wants to change the area of use, the donor must first be contacted.
When do we pay back?
If a donor wishes to have a gift returned and contacts Erikshjälpen within a reasonable time, we will, as far as possible, accommodate this request and pay back the gift. If Erikshjälpen discovers that an incorrect gift has been received or that a gift has been paid twice by mistake, this must be rectified and refunded to the donor as soon as possible.
We say thank you!
We want to show our gratitude for the gifts we receive. We aim to ensure that all new donors receive a personalized thank you and information on how the money is used.
Can young people be involved? (Minors in fundraising)
Erikshjälpen wants to make it easier for young people to get involved. With our founder Erik Nilsson as a role model and example, we know that children and young people can change the world.
We are present in many contexts where young people, including those under 18, move and participate (festivals, concerts, etc.). People under 18 who want to become donors are welcome to join, but only after the consent of the guardian and/or the signature of an agreement.
We also want to encourage the involvement of children and young people and their fundraising initiatives. This may involve, for example, school classes, groups of children in parishes, sports clubs and others who want to organize fundraising events. We encourage and welcome these initiatives, but always with the approval and involvement of teachers, parents and/or other responsible adults.
We do not target minors in direct marketing activities, such as mailings or targeted campaigns.
5. Ethics and professionalism
Are there gifts we cannot receive?
Our basic rule is that everyone who wants to can donate money to Erikshjälpen. Erikshjälpen can sometimes still choose to decline a donated gift if the donor wants to condition the gift in a way that we cannot accept or live up to. Erikshjälpen can also choose to decline a gift if the donor's values or activities are in conflict with the organization's values and if the origin of the gift is contrary to Erikshjälpen's Guideline for sustainable cooperation. Erikshjälpen can also decline a gift if it is associated with conditions that we cannot fulfill or if the costs of the gift are not in reasonable proportion to the gift itself. Other reasons for refusal may be that the gift has undesirable consequences or if it consists of goods, services, buildings, etc. that Erikshjälpen cannot use or dispose of.
The Guideline on Sustainable Cooperation providesdetailed information.
Gifts in the form of Securities or real estate
If the gift/will is received in the form of Shares, these may be retained for a shorter or longer period unless this is clearly contrary to the donor's wishes as expressed in the deed of gift or will.
Holding Shares in Corporate whose main business is in the alcohol, tobacco, pornography or arms industries is not in line with our policy. If such Shares are received as a gift/will, a responsible liquidation must take place within a maximum of one year unless there are exceptional reasons. Erikshjälpen's Investment Policy containsdetailed information regarding shareholdings.
Gifts in the form of real estate are sold as soon as possible and the amount received is used in accordance with the donor's wishes. However, exceptions can be made if continued ownership of the property in some form can contribute to the realization of Erikshjälpen's purpose, or if the donor in his deed of gift or will expressed a specific wish.
Bequeathed gifts
When Erikshjälpen receives a will, we make a careful accountability that the bequeathed funds can be used according to the testator's last will. If it turns out that the will is written in such a way that we cannot fulfill the testator's wishes, we contact the estate to discuss the design and whether the gift can be used for similar activities. If this is not possible, we will decline the gift out of respect for the donor's last wishes.
Wills that benefit Erikshjälpen where another party raises a complaint, we handle with the help of legal expertise, with the aim of fully respecting the deceased's will.
This is an easy-to-read version of Erikshjälpen's Child Safety and Protection Policy. In order for everyone to feel safe and secure at Erikshjälpen, there is a policy for children's safety and protection. At Erikshjälpen, everyone should be treated fairly and with respect.
All the work Erikshjälpen does is based on the UN Convention on the Rights of the Child - also known as the Convention on the Rights of the Child. This means that all children and young people have the same rights and are equally valuable. Children and young people are defined as people under the age of 18.
The policy was adopted by Erikshjälpen's board 2022-02-03. Minor adjustment approved by Erikshjälpen and Erikshjälpen Second Hand's management groups 2023-01-31.
1. How should this policy be used?
Everyone who works at Erikshjälpen must promise to follow this policy, after they have read, understood and signed it.
Children and their guardians shall be informed of this policy and how they can report if they believe or have seen that a child is abused in any of Erikshjälpen's activities.
All Erikshjälpen employees who work directly with children receive training in child safety and protection and are checked for previous criminal convictions.
2. everyone working at Erikshjälpen must ensure that children and young people are protected by:
Always
- create a safe and secure environment where children can develop and thrive
- listen to children and consider them and their best interests in everything that affects them. All children have the right to be heard
- respect children's right to their own beliefs
- ask permission before taking pictures, filming or sharing pictures, names or other personal data of participants in Erikshjälpen's activities. For children under the age of 16, approval is also needed from their guardians
- be at least two adults when working directly with children and young people, unless otherwise informed by their manager
- ensure that people visiting or participating in Erikshjälpen activities comply with this policy.
Never
- teasing, threatening, hitting or otherwise making a child feel bad
- force a child to take part in spiritual or religious activities against their will
- contacting children for sexual purposes, either in real life or online
- touching, talking or interacting with children in ways that may be perceived as inappropriate
- photograph, film, download or share sexual images of children
How do I report if I suspect a child is being abused?
If you see or believe that a participant in one of Erikshjälpen's activities has been injured, you should always report it as soon as possible, preferably within 24 hours of the incident.
Tell the nearest manager in the organization or use our website for complaint and Whistle blowing - erikshjalpen.se/complaints-and-whistle-blowing. If it is the manager who is suspected, talk to their manager or another senior manager instead.
If someone violates Erikshjälpen's policy for child safety and protection, it can lead to them no longer being able to work for Erikshjälpen. Serious crimes against children can lead to a police report.
Children's right to safety and protection
Erikshjälpen works for all children's right to safety and protection, to influence and change the fact that many children in the world are suffering. Our goal is that all children should be able to live a life in safety.
Read more about how we work on safety and security
Policy for feedback, complaint and Whistle blowing describes how feedback, complaint and whistle blowing alarms can be reported within Erikshjälpen and how reported cases are handled. Approved by Erikshjälpen's board 2025-05-22.
The policy applies to all of Erikshjälpen, i.e. the second-hand business and the children's rights organization in both Sweden and internationally. The policy is also available in English and is called Policy for Feedback, Complaints and Whistleblowing.
Contents
- Introduction and purpose
- feedback
- Complaints
- Whistle blowing
- complaint and Whistle blowing regarding partner organizations
- Can I report anonymously?
- Principles for handling cases
- Procedure for complaint and whistleblowing alerts
- Appeal against the handling of a case
- External reporting of whistleblowing alerts
1. Introduction and purpose
This policy describes how feedback, complaint and whistleblower alarms can be reported within Erikshjälpen and how reported cases are handled. It applies to the whole of Erikshjälpen, i.e. the Second Hand activities and the children's rights organization in Sweden as well as internationally. feedback can be positive or negative, complaint point to shortcomings in our activities while Whistle blowing warns of serious abuses. Chapters 2-4 describe these in more detail.
Erikshjälpen works to ensure that children's rights are respected, protected and fulfilled in Sweden and around the world. We have zero tolerance for discrimination, all forms of abuse, sexual exploitation and sexual harassment. We strive to be transparent and accountable in the management of the gifts we receive and work preventively on anti-corruption. Our approach is described in our Child Safety and Protection Policy, our Code of Conduct and our Anti-Corruption Policy, among others.
Erikshjälpen encourages the reporting of both suggestions for improvement and grievances in order to improve quality and address any shortcomings in our operations both in Sweden and in our other program countries. The purpose of this policy is to create a safe and open environment where transparent procedures ensure that all feedback, complaint and whistleblowing alarms are treated seriously, fairly and confidentially and with respect for the individuals involved.
Whistle blowing is based on the rights and obligations stipulated in the Act (2021:890) on the protection of persons reporting wrongdoing (the "Whistleblowing Act"). The Act is based on the EU Whistleblowing Directive. When a whistleblowing case arises outside the EU, the specific legal requirements of that country will also be taken into account.
2. feedback
2.1 What counts as feedback?
feedback can concern anything within Erikshjälpen's activities, both positive and negative. For example, it can be praise, feedback or suggestions for improvement.
2.2 Who can provide feedback?
Anyone who in any way comes into contact with Erikshjälpen or Erikshjälpen Second Hand can submit feedback, including participants and guardians that we meet in our program initiatives.
2.3 How to submit feedback?
feedback is given directly to the business concerned. Contact details are available on our website.
2.4 Who handles feedback?
feedback is handled in the first instance within the relevant activity. If necessary, senior managers can be involved. When deemed relevant, the comment can be handled as a complaint, see below.
3. complaint
3.1 What counts as a complaint?
A complaint is intended to draw our attention to shortcomings in our operations and those of our partners. It may concern deviations from, or suspected deviations from, agreements, guidelines and policies.
A complaint may, for example, concern unethical behavior in one of our businesses or among our partners, but it is not considered to fall within the scope of Whistle blowing, i.e. it is not of such a nature that the public has an interest in it being discovered and stopped (see further what applies to Whistle blowing in section 4 below).
Incidents concerning an individual employee's work environment are instead reported as an incident or an occupational injury via the intranet or directly to the immediate manager.
Opinions about in-store products are instead handled as feedback and given directly to the store in question.
3.2 Who can lodge a complaint?
Anyone who in any way comes into contact with Erikshjälpen or Erikshjälpen Second Hand can submit a complaint. For example, it can be employees, volunteers, trainees, partners and their employees, donors and customers. It can also be participants and guardians that we meet in our interventions.
3.3 How to report a complaint?
complaint are reported via forms on Erikshjälpen's website. In order for us to be able to act on incoming complaint , it is desirable to state which business or store the case concerns. It is also possible to report a complaint to complaints@erikshjalpen.se or directly to a manager or employee at Erikshjälpen or Erikshjälpen Second Hand. The person receiving the complaint can then enter the information in the form.
We also ensure that in our interventions we have easily accessible ways for participants and guardians to lodge complaint and that our international partner organisations have their own policies and systems for complaint handling. Reporting channels should be easily accessible and adapted to the local context and rights holder in our work.
If a partner organization within our international program activities receives a complaint , the regional office can support the partner if possible. The complaint will then be reported through Erikshjälpen's complaint form.
Reporting of deviations from our child safety and protection policy should be done promptly, if possible within 24 hours. Internationally, reporting is done as defined in the partner agreement.
3.4 Who receives the complaint reported?
Reported complaint are sent to the relevant quality control group, based on which activity the case concerns. There are quality control groups for different parts of the business, including second hand, program activities in Sweden, program activities internationally and Erikshjälpen in general. The groups consist of operational managers and in some cases controllers and/or coordinators. If necessary, other functions can be involved, e.g. child protection officer, safety officer, financial manager or HR manager. If the case concerns someone in the quality control group, the next higher manager is involved, or the relevant board or external party.
4. Whistle blowing
The Act (2021:890) on the protection of persons reporting wrongdoing (the "Whistleblowers Act") describes the rights and obligations of whistleblowers. The Act is based on the EU Whistleblower Directive. Whistleblowers must not be prevented from reporting wrongdoing and must be protected from retaliation. Below is a description of how Erikshjälpen and Erikshjälpen Second Hand handle whistleblower alarms. Erikshjälpen's HR department can provide more details on the whistleblower law if needed.
4.1 What counts as Whistle blowing?
Whistle blowing is used to draw an organization's attention to serious wrongdoing that is of such a nature that the public has an interest in its detection and stopping.
The whistleblowing should concern wrongdoings that have occurred or are highly likely to occur in the activity in which the whistleblower is/has been/may become active or in another activity with which the whistleblower is or has been in contact through his/her work.
The whistleblower must have had reasonable grounds to believe that the information about the misconduct was true at the time of reporting in order to be covered by whistleblower protection.
For example, whistleblower alarms can be messy:
- Unethical conduct; for example, breaches of our Code of Conduct
- Corruption and financial irregularities; for example, bribery, unfair competition, money laundering and fraud
- Crimes related to health and safety; for example, health and safety crimes
- Environmental crime; for example, illegal handling of hazardous waste
- Privacy breaches; for example, misuse of personal data
Deviations linked to the above categories but which are not deemed to be so serious that the public has an interest in them being discovered and stopped can instead be reported as complaint (see section 3 above). Information that only concerns an individual employee's own working or employment relationship is not normally covered by the Whistleblowing Act but should instead be raised with the immediate manager or HR or the union.
4.2 Who can blow the whistle?
A whistleblower is protected by the Whistleblowing Act if he or she, in a work-related context, has become aware of or obtained information about wrongdoing and reports it. The whistleblower must also belong to one of the following categories of persons:
- workers (including agency staff and staff of contractors/suppliers/partners)
- job seekers
- self-employed
- persons who are members of the management or supervisory body of an organization
- trainees
- volunteers
Persons who belonged to one of the listed categories of persons and then received the information are also covered by whistleblowing protection.
In addition to the whistleblower, persons who assist the whistleblower in reporting, persons associated with the reporting person, and legal persons that the reporting person owns, works for or otherwise has a work-related connection to are also protected.
4.3 How to report a whistleblowing alert?
There are four reporting channels for whistleblower alarms internally within Erikshjälpen/ErikshjälpenErikshjälpen Second Hand:
- Via form on erikshjälpen.se
- Via email to visselblasning@erikshjalpen.se or to the responsible report recipient
- By telephone to the responsible report recipient
- Via personal meeting with the responsible report recipient if requested by email or phone
Forms and contact details for the responsible report recipients are available at erikshjalpen.se
Whistle blowing forms guarantee anonymity if the whistleblower does not provide any personal data in the form.
Regardless of the channel you choose, your report should include the following information:
- Your connection to Erikshjälpen. If your case concerns a specific store, it is desirable that you indicate which store it concerns.
- Describe the misconduct you want to report.
- When did the abuse take place? Is it still going on?
- Who or what people are involved?
- Is there any documentation or other evidence?
- Have you taken any other measures in response to the misconduct?
- Are you available for additional questions to facilitate the investigation of the case?
- Name and contact details of the data provider (optional).
Reporting of deviations from our child safety and protection policy should be done promptly, if possible within 24 hours. In international programming, reporting is done according to what is established in the partner agreement. If a partner organization in our international program activities so wishes, the regional office can, if possible, support the reporting of whistleblower alarms to Erikshjälpen.
4.4 Who are the responsible recipients of whistleblowing reports?
Erikshjälpen's HR manager and a designated HR specialist are responsible for receiving reports of misconduct in accordance with Chapter 5, Section 5 of the Whistleblower Act and are also the ones who receive alarms via forms on erikshjalpen.se and the email address visselblasning@erikshjalpen.se.
If the HR manager or designated HR specialist is directly linked to what is being reported, reporting can also be made to the highest operational manager, Erikshjälpens Secretary-General, or to the Chairman of the Board. Contact details can be found at erikshjalpen.se.
The designated report recipients are mandated to independently and autonomously handle and investigate reports received. In order to investigate and remedy the misconduct, more people may need to be involved, access to any personal data will then be limited to what each person needs to fulfill their duties. The person handling a whistleblowing case must not unauthorizedly disclose any information that may reveal the identity of the reporting person or of any other individual involved in the case.
5. complaint and Whistle blowing regarding partner organizations
Erikshjälpen cooperates with local partner organizations to implement initiatives for children's rights. According to Erikshjälpen's intervention agreement, the partner organization undertakes to work to prevent, detect and identify any illegal or inappropriate activities or misuse of funds.
Erikshjälpen receives complaint and Whistle blowing regarding local partner organizations and their employees, but also encourages partner organizations to develop their own systems to handle this to increase accessibility and transparency in the operations. Reporting channels should be accessible and adapted to the local context and participants in the operations.
In order for participants to make a complaint , partner organizations are expected, as a minimum, to provide information on the name and contact details of the intervention leader and other leaders in the partner organization. If the partner organization has a system for handling complaint and Whistle blowing, it is expected that the system includes the interventions supported by Erikshjälpen.
6. Can I report anonymously?
When you report a complaint or a Whistle blowing via the form on our website, you can choose to remain anonymous. However, we encourage you to provide your name and contact details so that we can investigate the incident and address it properly, and so that you can receive feedback on what has been done. Even when personal data is provided, it is treated confidentially, i.e. the information is only accessible to the persons authorized to access it.
7. Principles for handling cases
We follow these principles when handling cases:
- Accessibility - Erikshjälpen has easily accessible ways for reporting abuse. This also includes complaint reporting that is adapted for children.
- Transparency - Erikshjälpen strives for openness and transparency in all parts of the organization's operations. This increases the possibility of scrutiny and that any irregularities are addressed in a safe way.
- Accountability - Erikshjälpen strives to have a clear mandate and division of responsibilities and to have structures and systems to track mistakes and deliberate errors. The people who have responsibility within the organization must be accountable for their actions.
- Confidentiality - the information in reported cases is shared only with those persons authorized to access it. Access to personal data is limited to what is necessary for each person to carry out their duties.
- Safety and protection - Erikshjälpen attaches great importance to ensuring the safety and protection of anyone who reports misconduct or anyone who has been subjected to any irregularity linked to our activities.
- Non-retaliation - those who raise complaint or whistleblowing alert should not suffer any type of retaliation, reprisal or negative consequence for their reporting.
- Objectivity - case handlers strive to handle cases professionally and to conduct investigations as objectively as possible.
- Right to appeal - Erikshjälpen offers the right to appeal when the case is not handled as expected.
8 Procedure for complaint and whistleblowing alerts
The procedure followed for incoming cases is described below. The principles set out in section 7 are followed at all stages.
8.1 Reception
The cases reported via the forms enter directly into a case management system, and are assigned a category for the specific case type. The case is given a reference number. Only authorized persons have access to the specific categories. If the case is communicated orally, the reporter and the recipient can fill in the form together.
This applies specifically to Whistle blowing:
In the case of an oral whistleblowing alert, the recipient must document the report. This can be done through a recording if the reporter agrees to it, or alternatively by drawing up a protocol. The reporting person must be given the opportunity to check, correct and approve by signature an established protocol. A case is created in the case management system where documentation is saved.
The recipient sends an acknowledgement of receipt of the whistleblowing report within seven days of receipt, unless the reporting person has declined acknowledgement or the recipient has reason to believe that acknowledgement would reveal the identity of the person.
8.2 Investigation
The case is investigated by the designated recipients. More people can be involved when necessary, but the number involved should always be kept to a few.
Whistleblower alerts are investigated to determine their accuracy.
All whistleblowing alerts and complaint containing particularly sensitive information, such as allegations of gross misconduct, corruption, sexual exploitation and sexual abuse, harassment and assault, are investigated with special discretion and protection for the victim.
If the investigation is deemed to be better handled by an external party - for example for reasons of conflict of interest, credibility or if expert knowledge is needed - such a party will be engaged.
If the case concerns a lack of compliance with our policy on child safety and protection and the involvement of children, action must always be taken promptly. If necessary, Erikshjälpen's child protection officer may participate in the investigation.
When serious cases are received, the Secretary-General of Erikshjälpen and/or the Executive Director of Erikshjälpen Second Hand Hand are informed as soon as possible. They then make an assessment of whether the boards or part of the boards should be informed.
If the matter is considered to be so serious that there is a risk of an organizational crisis, the crisis management group is involved and management takes place according to the established crisis management plan.
8.3 Measures
The recipient will decide on what action, if any, to take in response to the findings of the investigation. If necessary, other functions will be involved in order to implement the necessary measures. Again, with due discretion and protection of personal data involved in the case.
If there is a suspicion that a child is being abused, it may be necessary to report the concern to the Social Services, see further in Child Safety and Protection, Appendix 2 - Guidelines.
If the case involves a breach of the law, this should be reported to the nearest police authority. Before reporting, the nearest supervisor or manager should be contacted.
Beneficiaries regularly follow up on the implementation of agreed measures.
8.4 Feedback
If the reporter has not chosen to remain anonymous, the recipient ensures that the reporter receives feedback regarding his or her case, preferably continuously throughout the process whenever possible.
In the case of Whistle blowing , confirmation of receipt must be made within 7 days. The measures and reasons for these must then be communicated back to the whistleblower within 3 months if they can be reached and wish to receive feedback.
Regardless of the type of case, however, our internal goal is to provide feedback as soon as possible, but within one month at the latest.
8.5 Reporting, evaluation, accountability and disposal
All cases received that, after investigation, are deemed to be of a high level of seriousness will be shared with management and the Board. Reporting is done in an anonymized format where appropriate.
Once a year, cases and actions will be compiled and reported to management and, where appropriate, the Board, also in anonymized format. In connection with the compilation, an evaluation of the process for handling incoming cases is also made and any identified improvements are implemented.
To ensure that whistleblowing alerts are handled correctly by the designated recipients, an accountability review is carried out every quarter, where Secretary-General or the Executive Director reviews all alerts received in the previous quarter and ensures that they have been handled correctly. The results of the review are reported to the Board as part of the reporting of the internal control plan.
Whistleblowing cases are deleted at the latest two years after the case is closed.
9. Appeal against the handling of a case
If the reporter is not satisfied with the handling of a case, he/she can log a new case via the same form on the website, indicate the case reference number and describe his/her dissatisfaction.
10. External reporting of whistleblowing alerts
In Sweden, the government has designated a number of competent authorities that have so-called external reporting channels on their websites that can be used if you want to blow the whistle to an external party. The different authorities receive different types of whistleblowing, see the list of their areas of responsibility here:
List of authorities with responsibility according to area of responsibility under Regulation 2021:949 - Arbetsmiljöverket (av.se)
Internationally, external reporting channels may differ. If necessary, the relevant regional office can refer to the relevant party.
Instructions for Erikshjälpen's nomination committees describe the rules of procedure for the appointment of board members. It is decided by the Board and revised when necessary. Revised by EH Board 2023-12-01.
Instructions for Erikshjälpens Nomination Committees
1. Introduction
A coordinated election committee work and a strategic recruitment work for our various elected positions is one of Erikshjälpen's important future issues. We need to gather our forces to identify individuals who, with competence and heart, can help carry our organization into the future.
Erikshjälpen formally consists of two legal entities, Insamlingsstiftelsen Farbror Eriks barn- och hjälpverksamhet and the non-profit organization Erikshjälpen Second Hand (ESH), each with its own board of directors - and its own nomination committee.
In total, Erikshjälpen has the possibility to have six persons on nomination committees¹: three in the Foundation's nomination committee and three in ESH's nomination committee. In addition, the Statutes give the Foundation Board the possibility to influence the composition of the ESH Nomination Committee through the right to appoint the convenor of this Committee.
Without jeopardizing the formal independence and integrity of each nomination committee, the interaction between the nomination committees will be developed in the future. ESH's nomination committee is certainly more external in nature, responding to the annual meeting of the non-profit organization, while the Foundation's nomination committee is more internal in nature. But the mission is the same: To find the individuals who want to be involved and take responsibility for Erikshjälpen's continued development.
¹ The Foundation Nomination Committee is elected at the inaugural meeting of the Foundation Board. Two of the members of the ESH Nomination Committee are elected at the annual meeting of the ESH; the third (convenor of the ESH Nomination Committee) is appointed by the Foundation Board.
2. coordination
The search for interesting names and meetings with potential board candidates is a year-round exercise. However, to facilitate coordination, the two nomination committees meet for a joint annual meeting no later than November. The chairman of each organization also participates in this meeting, in order to focus on the current situation and recruitment needs.
The convenor of the ESH Nomination Committee is also tasked with convening this joint meeting - and ensuring the development and competence of the Nomination Committees. The convenor will also promote the dialog between the two committees throughout the year. However, the final considerations and the formal handling of names and proposals are the responsibility of each nomination committee to handle with great independence.
Nomination committees should also be given the opportunity to follow the work of the board on an ongoing basis, including by reading the board's minutes and meeting with the board or the chair and chief executive. The committees are also invited to the organization's annual 'Future Day' or equivalent - to follow the challenges faced by the organization's board members.
3. the Foundation
3.1 Background
The Fundraising Foundation has for a number of years chosen to have an election committee. This is not mandatory for a foundation, but of great importance in principle for Erikshjälpen, which in various ways strives to increase its transparency. The foundation's statutes state only that the board "constitutes itself and appoints new members if necessary", and in practice the board, mainly through its chairman, has a greater influence over the nomination process than is the case in, for example, a non-profit organization.
The Rules of Procedure of the Board of Directors state that "The Board of Directors appoints the Nomination Committee with the task of preparing the election of members and the Bureau. The nomination committee shall consist of three people. It is desirable that at least one of these is a member of the Erikshjälpen Board. Members of the nomination committee are elected for a term of three years and can be re-elected for a maximum of three terms."
3.2 Role of the nomination committee
The basic task of the Nomination Committee is also stated in the Board's Rules of Procedure: "The Nomination Committee shall recruit members who provide the Board with the breadth of skills and experience required for the Board to fulfill its task in the best possible way. Erikshjälpen's Board shall have a gender balance and take advantage of the added value that arises when people of different ages and from different life backgrounds meet and interact."
The work of the nomination committee must also take into account the anchoring in Erikshjälpen's Christian values.
3.3 Procedure
Immediately after the inaugural meeting of the Foundation, where elections are held, the Nomination Committee establishes a timetabled annual plan for the coming year and introduces any new Nomination Committee members. The plan shall be communicated to the Chair of the Foundation. The plan shall include the following components:
- Model for systematic consultation with all incumbent members on thoughts on
re-election/resignation/work of the Board. - a model for mapping and evaluating the composition and skills of the board
analysis of strengths and weaknesses - and the need for renewal and continuity. - Deadline for nominations (see below)
When a group of potential candidates is on the table, a consultation with the Chair of the Foundation takes place in order to establish the order in which candidates should be contacted. When a new chairperson is to be recruited, the corresponding consultation takes place instead with the first and/or second vice-chairperson. Before a candidate is finally asked to stand for election, a conversation must be held with the Chair or Vice-Chair.
At the inaugural meeting of the Board of Directors, the Nomination Committee shall give an account of its work and present and justify its proposal. The proposal and justification must also be submitted in writing, for distribution together with the Board documents.
3.4 Nominations to the Foundation Board
The Foundation's statutes do not provide a model for this, but our desire is to make the organization available for name suggestions throughout the year. Contact details for the nomination committee should therefore be available on the website, and the nomination committee is responsible for evaluating the proposals received.
4. Erikshjälpen Second Hand
4.1 Background
Erikshjälpen Second Hand, ESH, has been a non-profit organization since its inception. It has developed from a small local association focusing on the establishment of the first second-hand shop to the national association that today embraces a work that includes more than 60 shops around Sweden. With new statutes in place, and with a concrete decision to henceforth only have legal persons² as members of the association, the association's focus today is on broadening the range of members - and increasing the members' participation and influence. This ambition makes the role of the Nomination Committee central, not least in its role as a recipient of nominations, the identification of potential board members among the representatives of member organizations and as a rapporteur at the annual meeting.
In order to strengthen integrity and independence, no board member from ESH should be on the ESH nomination committee. Nor should any employee of any part of the Erikshjälpen family. ESH's nomination committee needs to be in all respects trustworthy towards ESH's annual meeting, where our ambition is to gather more and more representatives of our member organizations.
The ESH Board of Directors prepares the election of the members of the Nomination Committee by soliciting proposals from the member organizations³.
Members of the Nomination Committee are elected for a term of three years and may be re-elected for a maximum of three terms.
4.2 Role of the nomination committee
According to its statutes, the ESH's Nomination Committee shall consist of three members and "has the task of proposing the re-election or election of Board members and auditors". Two of the members are elected at the annual meeting, the convenor is appointed by the Foundation.
The mission is to recruit members who provide the Board with the breadth of skills and experience necessary for the Board to best fulfill its mission. ESH's Board should have an even gender distribution and take advantage of the added value that arises when people of different ages and from different life backgrounds meet and work together. In the work of the nomination committee, the anchoring in Erikshjälpen's Christian values must also be taken into account.
4.3 Procedure
Immediately after the ESH annual meeting, where elections are held, the nomination committee establishes a timetabled annual plan for the coming year and introduces any new nomination committee members. The plan shall be communicated to the Chair of the ESH. The plan shall include the following components:
- Model for systematic consultation with all incumbent members on thoughts on re-election/resignation/the work of the Board.
- A model for mapping and evaluating the composition and skills of the board, analyzing strengths and weaknesses - and the need for renewal and continuity.
- Deadline for nominations (see below)
Once a group of potential candidates is on the table, a consultation with the Chairperson of the ESH takes place in order to establish the order in which candidates should be approached. Before a candidate is finally asked to stand for election, an interview is conducted with the Chairperson or his/her deputy.
At ESH's annual meeting, the nomination committee shall present a report on how its work has been conducted and present and justify its proposal. The proposal and justification must also be submitted in writing, for distribution together with the annual meeting documents.
4.4 Nominations to the ESH Board of Directors
All members of the non-profit organization Erikshjälpen Second Hand have the right to nominate to the ESH board. Contact details for the nomination committee should be easily available on the website. Spontaneous nominations and expressions of interest from individuals can of course also occur, and it is up to the nomination committee to evaluate these.
² "A local association, parish, ecumenical group or other cooperation with a social or humanitarian focus that shares Erikshjälpen's values and which, together with Erikshjälpen, Insamlingsstiftelsen Farbror Eriks barn- och hjälpverksamhet and other members, wants to work for the association's purpose can be admitted as a member." (ESH's statutes)
³ The Board of Trustees presents two names at the Annual Meeting, but all nominations must be presented at the Annual Meeting. The two members appointed by the annual meeting, and the convenor appointed by the Foundation, are elected for three years with staggered terms.
5. Terms of reference of nomination committees
Members of the Nomination Committee are entitled to travel expenses and a meeting allowance in the same way as Board members. The current amounts can be found in the document Fees and conditions for elected members of the Boards and Nomination Committees of EH and ESH.
6. responsibilities of the Secretary-General
The Secretary General is responsible for ensuring that Erikshjälp's nomination committees receive:
- A complete list of contact details of current members, including the year they took office and the current end year of their mandate.
- Regular distribution of information, activity reports and invitations to relevant training and inspiration days.
- For ESH: Administrative assistance with mailings to members during nomination periods (Special information to be sent out presenting the nomination committee and the nomination procedure).
These rules of procedure and decision-making describe the Foundation Board's responsibilities and overall structure, as well as its delegation to Secretary-General and organizational management of Erikshjälpen. Decided by the Board of Erikshjälpen 2024-04-12.
The Foundation Board refers to the Board of Erikshjälpen Insamlingsstiftelsen Farbror Eriks barn- och hjälpverksamhet and is referred to in this document as the Foundation Board or the Board. The document ends with a list of annexes and related documents. The rules of procedure and decision-making, including the annexes, are decided by the Board and evaluated annually.
Rules of Procedure and Decision-Making of the Board
1. the Board of Directors
1.1 Overall responsibility
The Board is Erikshjälpens highest decision-making body and has the ultimate responsibility for Erikshjälpens operations and finances. The Board shall ensure that the activities are conducted in accordance with the Foundation's purpose and statutes and comply with applicable legislation. The Board is responsible for ensuring that Erikshjälpens financial management and accounting are managed in a satisfactory manner and in accordance with good accounting practice.
The Board of Directors works for the development of Erikshjälpens, directs the management of Erikshjälpens activities and supervises all Erikshjälpens work areas. The Board closely monitors the issues that may affect the activities and financial position of the Erikshjälpen and makes the necessary decisions to ensure the organization's commitments and goal achievement.
In accordance with the decision taken in January 2016, the Board also has a responsibility to safeguard the increased operational coordination of the activities of "the whole" of Erikshjälpen. The special relationship with the association Erikshjälpen Second Hand, ESH, means that the Foundation Board has a responsibility to act as the parent board and set guidelines for all the work that takes place under the Erikshjälpen brand. The forms for this are regulated in the target document that is adopted annually by the Board: "More for more, target image and guidelines for Erikshjälpen."
This document is one of the most important steering documents of the Board, and is prepared on a broad front under the guidance of the Joint Management Group, GLG.
1.2 Responsibilities of board members
As leading representatives of Erikshjälpen, Board members act as ambassadors for all of Erikshjälpen's activities. Each Board member has a responsibility to fully understand and support Erikshjälpen's long-term strategies.
Any Board member who, intentionally or negligently, through breach or violation of the Statutes, causes damage to the Foundation, may be held personally liable to compensate for that damage. Any member who discovers any misconduct or irregularity in the activities shall immediately inform the Chair and/or the Secretary-General.
1.3 Areas where the Board takes decisions
Overall strategy and objectives
The Board of Directors decides on the Foundation's long-term goals for both specific areas of activity and for Erikshjälpen as a whole.
Annual budget and business plan
The Board decides on Erikshjälpen's overall budget, including the framework budget and any guidelines/priorities for program activities. Project budget with distribution of funds between countries and projects as well as the establishment of Regional offices, country offices and future workshops are prepared by the International Department and the Sweden Department and decided by Secretary-General.
Major financial commitments
The Board decides on the Foundation's major financial commitments, such as taking out loans and buying and selling property.
Policies
The Board adopts all policies and associated position papers. The policies apply to both the Foundation and Erikshjälpen Second Hand. Currently, these policies exist:
- Development policy including position papers and thematic position papers
- Child safety and protection policy
- Sustainability policy
- Policy on diversity, equal treatment and gender equality
- Staffing and recruitment policy
- Pay policy
- Health and safety policy
- Privacy policy
- Communication policy
- Opinion and influence policy
- Fundraising policy
- Ambassador policy
- Anti-corruption policy
- Placement policy
- Policy on equity limits
- Risk management policy
- Currency risk policy
- Procurement policy
- Code of Conduct Policy
Internal accountability and governance
Each year, the Board draws up an internal control plan, which is monitored and evaluated during the year. The Board also takes note of the organization's risk assessments and conducts its own risk assessments of overall business processes.
Annual accounts
The Board ensures that Erikshjälpen's annual report is prepared in accordance with applicable legislation, GivaSverige's guidelines and good accounting practice.
Elections and nominations
The Management Board appoints:
- members of the Board of Directors and the Presidium of the Foundation as proposed by the Nomination Committee
- signatories, nomination committee and auditors, and approves powers of attorney for the Foundation
- chairman and deputy chairman and convener of the nomination committee for Erikshjälpen Second Hand.
The Board nominates:
- other members of the nomination committee for Erikshjälpen Second Hand
- three board members of Human Bridge, one of whom is also a board member of the Second Hand association Lindra
- one member to the nomination committee of Human Bridge.
Employment and conditions of employment
The Governing Board appoints Secretary-General of the Foundation and is responsible for his/her delegation. The Governing Board decides on the remuneration of the members of the Governing Board, the members of the Nomination Committee and Secretary-General. The employment, conditions and remuneration of other senior officials in the management team are decided by Secretary-General in consultation with the Chairman of the Board. Erikshjälpen openly reports all remuneration to the members of the Board and senior executives.
1.4 Chairman of the Board
The Board elects its Chair from among its members.
The Chair of the Governing Board leads the work of the Governing Board. Together with the Secretary-General and the Executive Committee, the Chair prepares the meetings of the Governing Board.
The Chair may take decisions on matters delegated by the Management Board. The Chairperson may also take decisions on matters which cannot wait until the next meeting of the Management Board and which are not of major financial or strategic importance. Before taking such a decision, the Chairperson shall consider whether to consult the Board's Working Committee. Decisions taken by the Chairperson shall be reported at the next Board meeting.
As a representative of Erikshjälpen, the chairman shall work to strengthen Erikshjälpen's organization, activities and brand.
When the Governing Board so decides, the Chair may take on an enhanced role as Executive Chair. The scope of the work, and the level of remuneration, is decided by the Board. The concrete division of tasks and roles between the Chair and the Secretary-General is clarified in consultation with the Executive Board. The work of the Chairperson must not interfere with the powers and
responsibilities of the Secretary-General.
1.5 Working Committee
The Executive Committee consists of the Chairperson, the First Vice-Chairperson and the Second Vice-Chairperson (the Bureau). If the Governing Board deems it appropriate, the Bureau may be extended to include additional members.
The Executive Committee, together with the President and the Secretary-General, is responsible for preparing matters for decision and for preparing the meetings of the Governing Board.
The Executive Committee takes decisions on matters delegated to it by the Management Board.
1.6 Committees and working groups
The Governing Board sets up committees and working groups as needed.
1.7 Tasks of the members of the Board of Directors
Guidelines on the tasks and remuneration of individual members can be found in the document Fees and conditions for elected members of the boards and nomination committees of EH and ESH.
1.8 Nomination committee and elections
The Management Board appoints a nomination committee to prepare the election of members and the Bureau. The nomination committee must consist of three people. It is desirable that at least one of these is a member of the Erikshjälpen Board. Members of the nomination committee are elected for a term of three years and can be re-elected for a maximum of three terms.
The Nomination Committee shall recruit members who provide the Board with the breadth of skills and experience required for the Board to fulfill its task in the best way. Erikshjälpen's board should have an even gender distribution and take advantage of the added value that arises when people of different ages and from different life backgrounds meet and interact.
More detailed instructions for the nomination committee can be found in the document Instructions for Erikshjälpen's nomination committees.
1.9 Meetings of the Management Board
The Board normally meets five times a year. On two of these occasions, the Board meets for two days to allow time for strategic discussions. The annual plan with meeting dates is set before each financial year. Extraordinary Board meetings are held when a majority of Board members so request.
Where appropriate, the Board meeting may be held by telephone or per capsulam.
The matters to be dealt with at the various meetings of the Board during the financial year are set out in the Board's annual plan.
1.10 Minutes and meeting documents
Minutes are taken at Board meetings and distributed to Board members, the management team and the auditor. Original minutes, once approved, shall be kept in a locked archive. Copies of minutes, whether physical or electronic, shall be handled in such a way as to prevent unauthorized disclosure.
The necessary preparatory material, including the agenda, shall be sent out at least seven days in advance of the Board meeting.
1.11 Disqualification
Members of the Board of Directors do not participate in the preparation of and decisions on matters in which, for financial, personal or other reasons, they may be suspected of having a personal interest.
1.12 Evaluation
The Governing Board shall evaluate its work, working methods and these Rules of Procedure annually. The evaluation shall cover the following areas:
- governance and accountability
- strategies, networks and alliances
- activities
- management and organization
1.13 Meeting with the auditor
At least once a year, the Governing Board shall meet with the Foundation's auditor to discuss the Foundation's management, financial situation and internal control procedures.
1.14 Fees and conditions
Fees and conditions for members of boards and nomination committees are set each year.
Fees and travel expenses are paid for:
- Meeting of the Management Board or the Nomination Committee.
- Meeting of a working group set up by the Governing Board, where the task is linked to the role of Governing Board member.
- Participation in a course/conference decided by the Board or the Chair.
- Mission initiated by the Secretary-General, e.g. establishment.
Requests for fees and travel expenses are made on the appropriate form.
The level of remuneration can be found in the document Fees and conditions for elected representatives on the boards and nomination committees of EH and ESH.
1.15 Board members' travel and professional development
In order to give board members the opportunity for skills development and insight into project activities, members shall be offered the opportunity to visit Erikshjälp's project countries. Prior to such a trip, the purpose of the trip and the member's assignment (information gathering, evaluation, representation, etc.) including a complete daily program must be determined in consultation with the Secretary General and documented in writing. For information on travel allowances, please refer to the document Fees and conditions for elected members of the Boards and Nomination Committees of EH and ESH.
Competence development can also take place via in-depth days organized in connection with board meetings, courses, conferences, network meetings and in-depth material via the intranet.
1.16 Period of validity
These rules of procedure and decision-making shall be adopted by the Management Board for a period of one year. A delegation may be revoked during its period of validity by special decision.
2. the Secretary-General
2.1 Overall responsibility
The Secretary General (SG) leads Erikshjälpen's activities and is responsible for the Foundation's day-to-day management according to the Board's guidelines and instructions.
GS shall manage and develop the activities in accordance with the Foundation's purpose, statutes and values, ensure good quality in activities and interventions , and work to maintain and deepen the trust of donors and the public.
GS also has a specific mission to carry the fundamental identity of Erikshjälp, as expressed in the document "In the service of love".
GS also has the responsibility and mandate, in accordance with the organizational decision in January 2016, to act as ultimately responsible for the overall activities of Hela Erikshjälpen. This currently includes the foundation and Erikshjälpen Second Hand, but GS also has the mandate to lead the work of diversifying and broadening the activities in accordance with the foundation's basic statutes.
The SG chairs the Joint Management Team, which also includes the Executive Director of ESH.
GS also has the task of being available as chairman of Erikshjälpen Second Hand, in order to strengthen the ties between the parent and subsidiary organizations. However, the Board of the Foundation may, in consultation with GS, choose to appoint someone else as chairman of ESH if there are good reasons to do so. In leading the ESH Board, the GS is supported by a deputy, who is also appointed by the Foundation Board in consultation with the GS.
2.2 Financial management
GS is responsible for ensuring that Erikshjälpen's financial management is managed in accordance with the budget adopted by the Board and applicable financial guidelines.
The SG shall ensure that the Foundation's accounts are kept in a satisfactory manner in accordance with generally accepted accounting principles and practices.
The SG is responsible for ensuring that the organization has effective internal control procedures and that measures are taken to prevent all forms of irregularities.
2.3 The Secretary-General and the Management Board
GS shall keep the Board informed about Erikshjälpen's activities and financial conditions. GS is responsible for ensuring that the Board receives a thorough basis for decision-making in order to make decisions about Erikshjälpen's activities.
The SG is also responsible for ensuring that the decisions taken by the Board are communicated to staff and that they are implemented.
The GS prepares the Board meetings in consultation with the Chairman of the Board and the Working Committee. Notices and mailings shall be sent out in accordance with established procedures and practices.
In the event of suspected irregularities or other malpractices in the activities, in the event of major deviations from the budget and the business plan, the SG, through the Chairperson, shall immediately inform the Board of the situation that has arisen and the measures taken.
2.4 Operational and staff responsibilities of the Secretary-General
The GS manages the Foundation's activities and is responsible for its organization and business planning. The SG is mandated to define the Foundation's organizational structure and the job descriptions of the heads of departments, and must regularly update the Governing Board on major changes being implemented. The Board annually establishes a plan for the internal control activities to be carried out during the year. GS ensures that Erikshjälpen has a functioning internal control and that decided control activities are implemented. This work includes monitoring that Erikshjälpen lives up to its commitments according to Giva Sweden's quality code and compiling a so-called impact report for each financial year.
GS is responsible for ensuring that Erikshjälpen has a long-term sustainable recruitment policy that ensures that the organization can recruit and retain the right staff with the right skills. GS shall ensure that Erikshjälpen's employees have a good and safe working environment, that all employees are given the opportunity for personal development and that Erikshjälpen otherwise fulfills the obligations of a responsible employer.
See also "Erikshjälpens Personnel and Recruitment Policy".
2.5 Delegation from the Board to the Secretary-General
The powers of attorney and signatory powers of the GS are set and confirmed annually by the Board. In addition to the powers set out in the relevant decision-making protocol, the Board of Directors has delegated to the GS to take decisions on:
- approval of humanitarian and social interventions and development projects within the established budget
- reallocation of resources within the agreed budget
- new interventions funded by institutional donors and initiated during the current financial year
- to decide, in addition to the established budget, on purpose costs financed by Erikshjälpens own funds (balanced capital) up to a total of a maximum of 2 million Swedish kronor (SEK) per budget year, where unforeseen needs arise within existing operations
- Erikshjälpen's asset management
- maintenance, renovation and remodeling of Erikshjälpen's properties
- to employ staff
- termination of employment
- to conclude local collective agreements
- sub-delegation to other officials in the Registry
As stated under 1.3, the project budget and the allocation of funds between countries and projects, as well as the establishment of Regional offices, country offices and future workshops, are prepared by the International Department and the Sweden Department respectively and decided by Secretary-General.
2.6 Period of validity
The responsibilities and job description of the SG are determined by the Governing Board for one year at a time. The delegation may be revoked during its term by special decision.
3. Erikshjälpen employees
3.1 Management
The SG is the head of the Foundation's activities and takes decisions in accordance with the established rules of procedure and decision-making (see Chapter 2 above).
The Deputy Secretary-General of the Foundation is appointed by the SG. In the absence of the SG, the Deputy Secretary-General acts as acting head.
The SG has the freedom to design the Joint Management Group (JMG), to allocate operational, budgetary and human resources responsibilities in his/her managerial organization, and to determine the arrangements for ongoing operational information to the Board.
3.1.1 Joint Management Team
The GLG plays a central and strategic role in the management and development of a cohesive Erikshjälpen; this is underlined not least by the fact that ESH's Executive Director is part of the GLG.
GLG looks at the needs and opportunities of the whole, and keeps the issue of future business diversification alive.
The GLG is complemented by specific operational management teams. The operational managers develop their management structures in consultation with the Secretary-General.
The GLG ensures that common functions, such as administration, finance, HR, communication, procurement, etc. are coordinated appropriately.
To promote new forms of cooperation, with a focus on the whole, there is also ongoing coordination on joint processes, such as the work on Sweden, establishments, environment & sustainability and various future projects. For each specific project/process, GLG develops a mission statement together with the responsible managers and challenges various individuals in the organization to step into roles as convenors and project managers.
The ESH Executive Director is accountable to his/her own Board of Directors, which is also responsible for the recruitment/removal of the Executive Director and the setting of his/her terms and conditions. At the same time, the Executive Director of the ESH is fully part of the GLG and has to follow the direction set there.
3.2 Signature and powers of attorney
Signatories and subject-specific authorizations are determined annually by the Board of Directors and can be supported by extracts from the minutes. In the event that any wording in this document conflicts with a delegation decision formulated in the approved minutes of the Board, the Board decision shall take precedence. GS and the chairman, two in conjunction, are entitled to give power of attorney to employees, two in conjunction, to obtain authorizations to accounts and securities deposits, receive and acknowledge the funds, securities and other things that Erikshjälpen Insamlingsstiftelsen has at its disposal at the post office, bank or equivalent.
3.3 Scheme of delegation
The starting point for this working and decision-making system is that decisions should be taken by the person with the best overview and knowledge of a given issue. This requires clear objectives for the performance of different activities and regular Monitoring of the decisions taken.
Decisions relating to the activities of the departments are taken by the respective Head of Department. A more detailed description of the responsibilities and authority of the heads of department can be found below in section 4. The head of department can delegate responsibility for specific activities/projects to their employees. In this document, delegation means an authorization to make decisions that also entail a financial or legal commitment for Erikshjälpen. The ongoing decisions that are naturally part of an employee's duties are based on a so-called power of attorney and are therefore not explicitly regulated in the delegation scheme.
An up-to-date list of delegates (staff members with specific delegated tasks and powers) and their responsibilities must always be available in the finance department. In case of absence, the immediate superior acts as a substitute in the first instance. Substitutes may also be appointed within the organization where appropriate (time period should always be specified).
3.4 Attestation procedures
One of the most important prerequisites for ensuring secure and well-functioning financial management and internal control is that the organization has clear authorization procedures and that these are followed and respected. See Annex 1 - Authorization and delegation matrix.
The main principle is that each payment should be certified by two persons. Final certification is normally done by the SG, the Deputy Secretary-General or the Head of the Administrative Department. Should these be absent, the right of final certification may be delegated to one of the other heads of department. Such a decision is taken when necessary and communicated in writing with an indication of the period of validity to the financial officer.
3.4.1 Wages
Salaries are the largest fixed cost of the organization. At the end of each month, the heads of department certify the employees' digital time sheets, which form the basis for salary payments. The certified time sheets are then forwarded to the payroll officer. Before the payment of salaries is executed, the checklist is finally certified by the GS or the head of the administrative department.
3.4.2 Supplier invoices
The supplier invoices are received by the financial officer, registered, posted, scanned and then sent for certification. Invoices are pre-certified by the head of department and finally certified by the SG or the head of the administrative department.
3.4.3 Project funds
Disbursement of project funds is made according to a specially established procedure. See Annex 2 - ERIKS - Work process Flowchart - Agreement, requisition and disbursement.
4. Heads of department
The Heads of Department are subordinate to, and report directly to, the SG. In managing the activities of the various departments, the Heads of Department must take account of the strategies and objectives adopted by the Management Board. In support of this, an annual business plan shall be established. Coordination of the departments' planning takes place in the Management Group.
It is the responsibility of the heads of department to
- be responsible for the development, management and coordination of the work of the department.
- be responsible for the management of work, staff and health and safety issues within the department.
- after consultation with the SG and the HR Manager, recruit staff.
- be responsible for the financial resources of the department within the limits of the established budget (for a more detailed scheme of delegation of funds for international projects, see Annex 3 - Mandates and Delegation for International Programmes)
- sign contracts or make purchases not exceeding Swedish kronor (SEK) 250 000 within the existing budget. In the case of contracts or purchases exceeding SEK 250 000, decisions are taken after consultation with the SG.
- approve unforeseen costs and revisions to the established budget for the activity up to Swedish kronor (SEK) 200 000 per financial year.
5. The heads of unit
Heads of Unit are subordinate to, and report to, the respective Head of Department. The heads of unit are responsible for conducting activities in accordance with the established budget. The heads of department have overall responsibility.
It is the responsibility of the heads of unit to:
- be responsible for the development, management and coordination of the unit's work in accordance with
overall strategies, policies and guidelines. - be responsible for the implementation of agreed activities.
- be responsible for the management, staffing and health and safety of the unit.
- to recruit staff after consulting the Head of Department.
- be responsible for the Unit's financial resources within the established budget (for a more detailed scheme of delegation of funds for international projects, see Annex 3 - Mandates and Delegation for International Programmes)
- to sign contracts or make purchases not exceeding Swedish kronor (SEK) 150 000 within the existing budget. In the case of contracts or purchases exceeding SEK 150 000, decisions are taken after consultation with the head of department.
6. annexes
Annex 1 - Authorization and delegation matrix
Provides an overview of the Board's responsibilities and the Board's general delegation to the Secretary-General, Heads of Department and Heads of Unit, as well as specifically delegated powers of attorney and signatories. The general ones are revised as necessary, while the specific ones are updated every year. The Annex is approved annually in conjunction with the Board's Rules of Procedure and Decision-Making.
Annex 2 - Mandates and Delegation for International Programs
Contains detailed rules on delegation of funds for international projects. Revised as necessary and approved annually in the context of the Board's Rules of Procedure and Decision-Making.
7. Related documents
Instructions for Erikshjälpen's nomination committees
Describes the structure and functioning of the two nomination committees (EH and ESH) including coordination between them. Owned by EH and ESH boards and revised as necessary.
Remuneration and conditions for elected members of the boards and nomination committees of EH and ESH
Includes levels of fees and travel allowances for members of the boards and nomination committees. Owned by EH and ESH boards and revised annually.
Guidelines for the staff representative on the Foundation Board
Describes the rights and obligations of the staff representative. Owned by the EH Board and revised as necessary.
Checklist introduction of board members EH
Contains elements that board members should be briefed on when they take up their duties. Owned by EH Board and revised as necessary.
Responsibilities of board members in a foundation board
Describes the legal and financial responsibilities of members of a foundation board by describing extracts from legal texts and regulations. Owned by the finance department and revised as necessary.
Listening 