1. Terms of Service

Eligibility: Our services are intended for individuals, families, donors, and supporters who align with our mission. Some services are restricted to specific age groups.

Acceptable Use

• No unlawful or harmful purposes.
• No misrepresentation of the foundation.
• No unauthorized collection of personal data.
• No uploading of viruses or defamatory material.

2. Privacy Policy

EMF complies with Rwanda’s data protection regulations. We collect data from visitors, donors, and beneficiaries to communicate impact and process donations.

3. Rights & Responsibilities

For Beneficiaries:

You have the right to be treated with dignity and receive support without discrimination. In return, we ask for honest participation and respect for staff.

For Donors:

Donors have the right to know how funds are used and to receive receipts. We encourage donors to provide accurate details to support our mission in good faith.

4. Safeguarding for Minors

As we work with children under 18, safeguarding is our priority:

• Parental consent is mandatory for data or media collection.
• No online identification of children without explicit consent.
• All staff and volunteers are trained in child protection protocols.

5. Donation Terms

Donations are voluntary and non-refundable. EMF uses secure third-party processors. By donating, you agree to share necessary payment info for processing.

1. Introduction

The Edward Musonera Foundation (EMF) is committed to upholding and safeguarding the rights and welfare of children across all its programs. This policy ensures children are protected from all forms of harm, abuse, and exploitation.

2. Policy Statement

EMF believes every child deserves a life free from violence and harm. We are dedicated to promoting environments that are safe, empowering, and nurturing regardless of gender, disability, or background.

4. Key Definitions

7. Code of Conduct

• Treat all children with respect and dignity.
• Ensure informed consent before interacting with or using images of children.
• Avoid any form of inappropriate communication or physical behavior.
• Immediately report any concerns, suspicions, or allegations of abuse.

9. Reporting and Responding

Any concern must be reported within 24 hours to the Designated Child Protection Officer. Confidential investigations will follow, including referrals to competent authorities.

Whistleblowers will be protected from any negative consequences for speaking up in good faith.

1. Policy on Internal Control

EMF upholds the principle of separation of duties. We maintain a clear delineation between staff handling cash, accounting records, and internal audit. No single employee may carry out these functions concurrently.

1.1 Control Committee

An independent body set up by the General Assembly (not a sub-committee of the Board). Their role is to oversee EMF's interests and ensure activities are executed as planned.

• Frequency: Meets once every three months.
• Reporting: Reports first to the Board, then the Delegates Meeting.

1.2 Internal Audit

General Objectives

To evaluate and report on the accuracy of financial transactions and ensure the effective use of EMF resources.

Specific Tasks

• Credible authorization for financial transactions.
• Verification of asset acquisition.
• Identification of operational risks.
• Quarterly audit report production.

1.3 ICT Internal Control System

1.4 Network Security & Access

Access to EMF’s core database is strictly limited to the ICT Head and Officer. Every user action is associated with a specific login for full auditability.

1.4.3 User Rights

• ICT officer adds users only upon written request from Department Heads.
• Access is immediately revoked for staff on leave or leaving employment.

1.4.5 Backup & Disaster Recovery

Backups are created on a daily, quarterly, and annual basis. Files are tested for accuracy before being moved to offsite safe rooms.

Environmental Protections

• Natural Disaster: Building protected by lightning protectors and earthing.
• Power: UPS and Generators installed to prevent data corruption.

1. Human Resource Management

Human Resource Management at EMF is a strategic approach to managing our most valued assets—the people who individually and collectively contribute to the achievement of our goals. Success is achieved through effective leadership, development, and adherence to efficient policies.

1.3 Recruitment Policy

Recruitment is through competition. Candidates must attain a pass mark of at least 70% to be appointed. EMF is committed to obtaining staff who meet the highest standards of efficiency, competency, and integrity.

1.3.1.1 Fellows

• Competitive application process.
• Requires completed PhD studies.
• At least 1-3 peer-reviewed research papers published.

1.9 Performance Management

EMF utilizes a structured grading system consisting of Operational Indicators (80%) and Behavioral Indicators (20%).

1.11 Remuneration & Benefits

Salaries are paid in arrears by the last day of the month. Staff salaries remain strictly confidential.

Monthly Communication Allowances

1.12 Leave Policy

Annual leave is granted at a rate of 1.5 working days per month (18 days per year) after one year of service.

1.12.4 Circumstantial Leave

• Worker's Wedding: 4 Days
• Wife Delivery: 15 Working Days
• Death of Spouse: 15 Days
• Death of Parent/Child: 7 Days

1.13 Discipline

Disciplinary sanctions are categorized into two levels:

• Warning
• Reprimand

• Suspension without pay (max 3 months)
• Dismissal

1.14.2 Equal Opportunity

EMF is an equal opportunity employer. We eliminate discrimination based on tribe, sexual orientation, race, color, sex, religion, or HIV status. We purposely take action to "redress imbalances" for under-represented groups like women and people with disabilities.

1.18 Code of Conduct

Staff must properly account for money and assets. Sexual activity with a child (under 18) is strictly prohibited and constitutes gross misconduct. Exchange of money or goods for sex is strictly prohibited.