Policies & Procedures

Conflict of Interest Policy

Purpose. This policy protects Taleem's interests when it is contemplating entering into a transaction or arrangement that might benefit the private interest of an officer, director, or key employee of the organization.

Definition

A conflict of interest arises when a person in a position of authority over Taleem may benefit financially from a decision they could make in that capacity, including indirect benefits such as to family members or businesses with which the person is closely associated.

Disclosure Requirement

All board members, officers, and key employees must disclose any actual or potential conflicts of interest. This disclosure must be made in writing upon joining the organization and updated annually, as well as whenever a new conflict arises.

Procedures

• The interested person must disclose the conflict to the Board of Directors before any relevant discussion or vote.
• The interested person must leave the room during the discussion and vote on the matter.
• The remaining board members will determine whether a conflict exists and decide the appropriate course of action.
• The Board may approve the transaction only after determining, in good faith, that it is in Taleem's best interest and is fair and reasonable.
• The minutes of the meeting must document the disclosure, the board's review, and the decision made.

Annual Statements

Each board member, officer, and key employee shall annually sign a statement affirming that they have received, read, and understood the conflict of interest policy and have disclosed all known conflicts.

Whistleblower Policy

Purpose. Taleem requires all directors, officers, volunteers, and employees to observe high standards of ethical conduct. This policy establishes procedures for reporting suspected misconduct and protects those who make such reports in good faith.

Reporting

Any person who has a reasonable belief that Taleem's financial statements, accounting practices, internal controls, or governance are fraudulent, inaccurate, or otherwise problematic is encouraged to report their concerns. Reports may be made to the Board Chair or any board member. If the concern involves the Board Chair, the report should be directed to another board officer.

Protection from Retaliation

Taleem will not retaliate against any person who, in good faith, reports suspected misconduct. Any individual who retaliates against a whistleblower will be subject to disciplinary action, up to and including removal from their position.

Investigation

All reports will be promptly investigated. The Board of Directors will oversee the investigation and take appropriate corrective action when warranted. The identity of the reporting person will be kept confidential to the extent possible.

Document Retention and Destruction Policy

Purpose. This policy establishes guidelines for the retention and destruction of Taleem's documents to ensure compliance with applicable laws and regulations while maintaining an efficient records management system.

Retention Periods

• Permanently retained: Articles of Incorporation, Bylaws, IRS determination letter, board meeting minutes, tax returns (Form 990), audit reports, and insurance policies.
• 7 years: Financial statements, general ledgers, accounts payable and receivable records, bank statements, and canceled checks.
• 5 years: Grant records (from completion of grant period), donor records, and correspondence related to programs.
• 3 years: General correspondence, internal reports, and non-essential administrative records.
• 1 year: Routine communications that do not fall into any of the above categories.

Destruction

Documents that have met their required retention period will be destroyed in a manner that protects confidentiality. Paper documents will be shredded. Electronic documents will be permanently deleted. No documents may be destroyed if they are relevant to any pending or anticipated litigation, government investigation, or audit.

Financial Controls Policy

Purpose. This policy ensures that Taleem's financial resources are managed responsibly, transparently, and in accordance with applicable laws and donor intent.

Bank Accounts

All organizational funds are held in accounts in the name of Taleem. The Treasurer and at least one other authorized officer have access to financial accounts. All expenditures over $500 require approval from the Board Chair or Treasurer.

Budgeting

The Board of Directors approves an annual budget before the start of each fiscal year. The budget is reviewed quarterly to assess financial performance against projections. Material budget variances are reported to the Board.

Expense Reimbursement

Board members, officers, and volunteers may be reimbursed for reasonable expenses incurred on behalf of Taleem. All reimbursement requests must be submitted with itemized receipts within 30 days of the expense. The Treasurer reviews and approves all reimbursements.

Donor Funds

All donations are used in accordance with donor intent and Taleem's stated mission. Restricted donations are tracked separately and used only for their designated purpose. Taleem provides written acknowledgment and tax receipts for all contributions as required by IRS regulations.

Annual Review

Taleem conducts an annual financial review. The Board reviews financial statements at each regular board meeting. As the organization grows, Taleem will engage an independent auditor to conduct an annual audit.

Privacy Policy

Purpose. Taleem respects the privacy of every individual who interacts with our organization. This policy describes how we collect, use, protect, and share personal information.

Information We Collect

When you sign up for a program, volunteer, donate, or contact us through our website (taleemhope.org), we may collect your name, email address, phone number, and other information you provide through our forms. We do not collect sensitive personal information unless you voluntarily provide it.

How We Use Your Information

• To communicate with you about programs you have expressed interest in.
• To send updates about Taleem's activities (only if you have opted in).
• To process donations and provide tax receipts.
• To improve our programs and services based on participant feedback.

Information Sharing

Taleem does not sell, trade, or rent your personal information to third parties. We may share aggregated, non-identifying information for reporting purposes (such as grant applications), but individual information is never shared without your explicit consent, except as required by law.

Data Security

We implement reasonable security measures to protect your personal information from unauthorized access, alteration, or disclosure. Our website forms are transmitted securely, and access to personal data is limited to authorized Taleem personnel only.

Your Rights

You may request access to, correction of, or deletion of your personal information at any time by contacting us at info@taleemhope.org. You may also opt out of any communications at any time.

Volunteer Policy

Purpose. Volunteers are essential to Taleem's mission. This policy outlines expectations, responsibilities, and protections for all Taleem volunteers.

Volunteer Expectations

• Volunteers represent Taleem and are expected to conduct themselves in a professional and respectful manner at all times.
• Volunteers must maintain the confidentiality of all participant information.
• Volunteers agree to follow all Taleem policies, including the Non-Discrimination and Code of Conduct policies.
• Volunteers must notify Taleem if they are unable to fulfill a scheduled commitment.

Volunteer Rights

• Volunteers have the right to a safe and respectful environment.
• Volunteers have the right to receive orientation and training necessary for their role.
• Volunteers have the right to provide feedback on their experience.
• Volunteers will not be asked to perform tasks that are unsafe or outside the scope of their agreed-upon role.

Supervision

All volunteers are supervised by a designated Taleem staff member or board officer. Any concerns, grievances, or suggestions may be communicated to the volunteer coordinator or any board member.

Non-Discrimination Policy

Taleem is committed to providing an inclusive and welcoming environment for all people, regardless of race, color, religion, national origin, ancestry, sex, sexual orientation, gender identity, age, disability, veteran status, or any other characteristic protected by law.

This commitment applies to all aspects of Taleem's operations, including program participation, volunteer opportunities, employment, and board service. Taleem does not tolerate discrimination or harassment of any kind.

Any person who believes they have been subjected to discrimination or harassment in connection with Taleem's programs or activities may report the matter to any board member. All reports will be investigated promptly, and appropriate action will be taken.

Gift Acceptance Policy

Purpose. This policy governs the acceptance of gifts and donations made to Taleem and provides guidance to prospective donors and their advisors.

Acceptable Gifts

• Cash, checks, and electronic transfers.
• Credit card and online donations through Taleem's website.
• In-kind donations of goods, supplies, equipment, and materials.
• Publicly traded securities.
• Bequests and planned gifts.

Gift Review

Taleem reserves the right to decline any gift that is inconsistent with its mission, values, or best interests. Gifts that create a conflict of interest, impose unreasonable conditions, or carry obligations that are not in the organization's best interest may be declined by the Board of Directors.

Donor Acknowledgment

All donors receive written acknowledgment of their contributions in compliance with IRS requirements. For cash gifts of $250 or more, Taleem provides a written receipt that includes the amount of the contribution, a statement that no goods or services were provided in exchange (or a description and good faith estimate of the value of goods or services provided), and the date of the contribution.

In-Kind Donations

For non-cash gifts, Taleem acknowledges receipt of the gift and provides a description of the donated items. Taleem does not assign a value to in-kind donations, as the IRS requires the donor to determine the fair market value for tax purposes.