Policies

Devxchange is not an ‘implementing agency’ (we do not register as a Non-Governmental-Organization in developing countries). Instead we prefer to work through locally registered humanitarian partners. This cuts down on our overhead costs, contributes to sustainability of project interventions, and puts ownership and management of the project in the hands of those who best understand how to positively impact the lives of their own people. Secondly, Devxchange engages in international projects based on the interest and commitment of its members. Members are responsible for presenting projects, raising the funds and supervising the implementation under the overall management of the Executive Director and policy direction of the Board.

Devxchange is an association of dedicated volunteers who want to help people around the world. All projects are volunteer led and managed. To become a life time member of Devxchange you must make a onetime donation of $45 and complete a short application.

Any member of Devxchange is allowed to submit a project opportunity (regardless of size or scope) to the organization, provided it is compatible with Our Objectives and Core Values. Members ‘discover’ project opportunities during business or vacation travels, through planned study tours or feasibility studies, or from previous contacts with humanitarian groups. The Executive Director may also inform a member about a project opportunity and based on their interest and commitment, work with the member to present a project for consideration.

Our 5 Step Process

1. Become a member- fill out basic application along with $45 membership fee.
2. Develop a project proposal using the form found on our website under the “start a project” tab.
3. Sign a Memorandum of Understanding. This is an agreement between lead member, implementing partner, and Devxchange.
4. Start Fundraising.
5. Monitor and Report on Progress.

Often initial ideas for helping others are inspired by compelling emotions of compassion and charity. While passion to help change our world is greatly needed, we believe sharing ideas, knowledge and experiences contributes to better development plans. The DevXchange process for project approval allows for project ideas to be strengthened through the input of Board members, technical experts and other interested members.

The Executive Director is responsible for screening proposed projects, obtaining appropriate input from members, guiding the project team through the planning process and approving the project for funding.

4.1 Low Risk Projects

Members start the process by preparing a standardized Project Concept Paper or Project Brief (See Online Members Area) and submit it to the Executive Director. The Executive Director then screens the concept paper and determines if advice and counsel is needed from Board members or Advisory Council members. A ‘Risk Screening Tool’ is used for this purpose. If the screening outcome of the proposed project is in a ‘low risk’ category, the Executive Director may approve the project solely on the basis of the Concept Paper and inform Board of new developments.

4.2 Medium Risk Projects

If the screening results in a ‘Medium Risk’, the Executive Director may obtain input from other members (including members of the Board responsible for Program Development, Finance, and/or Fundraising) to help strengthen the project planning and request the submitting member prepare a Project Proposal. The Executive Director will then work with the member and their proposed implementing partner to prepare a developmentally sound proposal. If appropriate, the Executive Director may also recommend other members join the project team to help strengthen its knowledge base, and fundraising and/or management capacity. Upon satisfactory completion of the abbreviated Project Proposal, the Executive Director may approve the project for funding.

4.3 High Risk Projects

If the screening results in a ‘High Risk’, the Executive Director will invite input from all Board members and appropriate Advisory Council members. Depending on advice from the Board and Advisory Council the Project Proposal may be rejected outright or accepted, subject to further planning.

5.1 Project Lead Member

A Project Lead Member must be identified to manage the project activity and deliverables under the guidance and direction of Devxchange. Project Lead Members must be an active member of Devxchange.

Responsibilities of a Lead Member

• Project Lead Members act in the role of project administrator on behalf of Devxchange.
• Commits to carrying out ‘project deliverables’, including signing Memorandum of Understanding, raising required funds, and monitoring/reporting.
• Puts together a team (unless working alone) comprised of members that will assist with fundraising and will bring the needed expertise for assisting the implementing partner.
• Complies with all Devxchange guidelines for volunteers visiting or working at the project level.
• In collaboration with Executive Director, helps prepare volunteer team members for overseas assignments.
• Prepares and submits to designated Reporting Coordinator scheduled project monitoring reports.
• Agrees to participate in Social Media and Public Relation events.

5.2 Implementing Partner

• A Memorandum of Understanding needs to be signed between Devxchange and implementing Partner.
• The implementing partner agrees to carry out activities as described in the project proposal and MOU.
• Agrees to provide detailed accounting of all project activities for any reports as requested by Devxchange or Project Lead Member.

The purpose of these guidelines are to ensure fundraising is carried out in accordance with CRA regulations, with integrity and protection of the donor, the organization, and the beneficiaries of the funds. Although this is not a complete guide on all fundraising scenarios and the CRA regulations may periodically be updated or amended we require anyone fundraising on behalf of a Devxchange project to act with their best judgement and to seek guidance from the Executive Director when unsure.

Any questions regarding the information below should be directed to the Executive Director

Failure to comply with any of the Devxchange fundraising guidelines may result in the removal from Devxchange.

6.1. General Fundraising Principles

• No direct support shall be sent to implementing partners or beneficiaries, monetary or otherwise, outside of Devxchange and the approved project plan.
• Fundraising events must designate 100% of funds raised to Devxchange projects unless notice and approval has been given by Devxchange. Notification should be received in writing 30 days prior to the event.
• All fundraising costs must be disclosed to Devxchange. With the remittance, all fundraising costs must be disclosed and any deductions (expenses) reported to Devxchange.
• All funds raised must be submitted to Devxchange for accounting purposed regardless of funds being tax deductible in order to comply with Devxchange policy and CRA regulations.
• Funds collected or raised must be submitted to Devxchange within 30 days of receipt of funds.
• Any fundraising conflicts of interest must be fully disclosed to Devxchange in writing.
• The Project Lead Member is responsible to update fundraising and project plans as needed.
• The Project Lead Member is responsible for receiving approval for all fundraising activities.
• The Project Lead Member is responsible to ensure all Devxchange bylaws, policies, and guidelines are strictly adhered to at all times, this includes any volunteers working on their behalf.
• The Project Lead Member is responsible to seek clarification if unsure of any bylaws, policies, or guidelines prior to fundraising.

Fundraising Material and Messaging

• Fundraising materials and messaging must adhere to Devxchange core values and principles.
• Descriptions and usage of Devxchange logo must be accurate and reflect the true nature of the relationship between Devxchange, the member project, and the implementing partner.
• Devxchange project’s must not be depicted as a separate entity from Devxchange under any circumstances.
• Copies of all newsletters and annual reports of projects must be provided to Devxchange prior to publishing.
• Project Lead Members must receive approval on all forms of media broadcasting and must include links to the project page on Devxchange.org. This includes websites, social media, YouTube, blogs, and videos.
• Use of any imagery or photographs shall not create a false impression or exaggerate a situation. Verbal permission should be obtained before taking photos.
• Fundraising materials shall respect the dignity, values, history, religion, and culture of the people served by the programs and shall neither minimize nor overstate the human and material needs of those whom it assists.
• Fund raising solicitations shall be truthful, shall accurately describe the organization’s purpose, projects and needs, shall only make claims which the organization can fulfill, and shall avoid placing excessive pressure on donors.
• We will not undertake negative advertising or criticize other member organizations to our benefit.

Fundraising Eligibility

Volunteers and Project Lead Members may raise funds for direct project costs associated with meeting project objectives (as stated in the Project Proposal) as well as costs associated with project monitoring (project visit travel and accommodation), communication with partners, donor development and cultivation (e.g. visiting significant donors), and all fundraising costs. These costs are legitimate in order to carry out the objectives of the charity, however they must be incorporated into the project and/or project fundraising budgets

Management of Fundraising and Donor Cultivation

Fundraising and donor cultivation is the responsibility of the Project Lead Member. Devxchange will administer all funds raised on behalf of the Project Lead Member according to CRA guidelines, and facilitate the Project Lead Members tracking of donations in order to monitor achievement of their commitment and to strengthen donor relations. Donor privacy will be upheld at all times.

Commencement of Fundraising

No fundraising may occur until the Project Proposal and MOU are completed and signed by the Executive Director, the Project Lead Member, and the Implementing Partner.

Accounting & Payment Options

We’ve set up a number of payment options for donors in addition to cash.

Please note: Devxchange does NOT permit fundraising outside of the below listed methods without the approval of the Devxchange Executive Director. This includes personal PayPal accounts and personal website donation forms.

1. Cheque – cheques should be made out to “Devxchange” or “Devxchange International” and have the donor’s mailing address on it or accompanying the cheque. Donors must designate on their cheque which project or volunteer they want to support.
2. Cash – Cash donations must be safe guarded at all times. Donor information must be collected and submitted along with funds collected within 30 days. An e-transfer can be used to submit cash donations. Email to [email protected] and send a separate email with spreadsheet of donors names, addresses, donation amount and eligibility for tax receipt. All cash donations that require a tax receipt must have signed receipt from donor stating amount and designated project.
3. Online – donors may pay online with a credit card through our online gateway on each project page at www.Devxchange.org. Donors are given the option of designating their donation to a project or volunteer. Note: Credit Card donations are subject to a 3% fee by the Credit Card companies. For large donations it is recommended that you advise your donors to use an alternative method.
4. Pre-authorized Remittance – (PAR) with the assistance of a local church (prefers to remain anonymous) we are able to provide a pre-authorized debit from donor’s bank accounts. Use of PAR is restricted to long-term (a year or longer) project agreement or volunteer support. The PAR form may be downloaded from Devxchange.org.
5. U.S. Donors – Please check with the Executive Director to see if your project qualifies and for instructions for U.S. donors. U.S. donations need to be sent through Devxchange for accounting purposes unless the U.S. donor is an organization with a separate agreement with the implementing partner.
6. Inter branch deposits- The Project Lead Member can request a deposit book from Devxchange if you have regular events or donors that directly give to the Project Lead Member. There is an interbranch deposit form that needs to be filled out and submitted through the dashboard for inter-branch deposits.
7. E-transfers. E-transfers are accepted under the following conditions-

• The Project Lead Member or donor is sending a large donation (over $500) and doesn’t want to use the mail or incur the fees associated with credit card donations.
• The Project Lead Member has a large amount of cash that they do not want to send through the mail. Note backup documentation must be submitted through dashboard including summary sheet and donor cash receipts.
• E-transfers can be sent to [email protected] along with a separate email stating the password to receive it.

8. Direct Bank Deposits- For large donations (over $500) direct deposits can be arranged directly to the Devxchange Bank Account. This needs to be arranged directly with DevXchange including details of the donation and donor.

 

Donor Lists

• Devxchange does not sell, rent, or exchange the names of its donors.
• Devxchange respects the donors cultivated by each Project Lead Member.
• We do not share donor lists between Project Lead Members unless the involved members instruct us to do so.
• Devxchange reserves the right to contact all project donors for the purpose of issuing tax receipts, program updates and general fundraising.

Donations

• Ensure complete names and addresses are on cheques.
• Only donations of $20 or more are eligible for a tax-receipt.
• Donors who make cash donations of $20 or more and want a charitable receipt should fill out a signed receipt (form) showing the amount and designation on the receipt (form).
• The donor will receive one tax deductible receipt at the end of the year for all donations made to Devxchange throughout the year.
• All donated funds must be sent and processed through Devxchange whether they are tax receiptable or not.

Third Party Funding Agency

• Any appeals or proposals submitted to third party funding agencies need prior approval of the Executive Director.
• Any agreements with Funding Agencies initiated by Project Lead Member need prior approval of the Executive Director.
• It is the responsibility of Project Lead Member to meet any reporting requirements by third party funding agency following review and approval by Executive Director.

Managing Project Accounts

Each approved project and/or volunteer is given a ‘class’ code in our accounting software and funds designated for that project/volunteer are posted accordingly. Project Lead Members will be sent monthly reports on donors for their projects and a fund balance statement for their project. Project Lead members are required to keep information on their project page relevant and update information at least once a year or more if warranted.

Fundraising events pose added risk to the organization and must be planned carefully in order to achieve their fundraising goal, while not jeopardizing volunteers, donors or participants or the integrity of the organization.

A fundraising event plan must be completed and approved by Executive Director prior to holding any event. It is the responsibility of the Executive Director, the Project Lead Member and his/her fundraising team to ensure the following event guidelines are adhered to.

Event Guidelines

• Fundraising Event Plan must be approved prior to event by Devxchange.
• When holding fundraising events or cause-related marketing, the amount of funds going to the cause shall be clearly described prior to or in conjunction with the effort on all materials.
• The Project Lead Member must maintain control and report over all monies that are received at the event including but not limited to ticket sales, silent auctions, donations, draws etc. All income and expenses are to be processed through Devxchange in compliance with CRA regulations and to ensure donor transparency. This includes both income that is tax receiptable and income that isn’t tax receiptable.
• The expenses for any fundraising event including the use of third party fundraisers should not exceed 35% of funds raised.
• All funds must be sent and processed through Devxchange whether they are tax receiptable or not.

Insurance and Permits

If holding an event in a public space special insurance and permits may be required. Copies of such permits must be approved by the Executive Director prior to holding the event.

Insurance and permits may be needed but are not limited to:

• Serving Food
• Serving Alcohol
• Public Spaces

Ticket Sales

If you sell tickets for an event, of which part of the ticket price is a charitable donation, be sure to calculate event expenses carefully and keep track of all receipts. Costs should be less than 20% and certainly not more than 50% of the ticket price. Purchases of silent auction items are not eligible for charitable receipts. If a meal is included in the ticket price, the value of the meal needs to be subtracted from the eligible tax receipt amount.

Event Donations

• When holding an event, the amount of funds going to the cause shall be clearly described prior to or in conjunction with the effort.
• Ensure complete donor information is included with all donations.
• Only donations of $20 or more are eligible for a tax-receipt.
• Encourage donors to provide an email address for tax receipts. This help Devxchange keep our admin costs to a minimum.

7.1 Reimbursement of Expenses

1. List all expenses eligible for reimbursement to an individual on Expense Form (See Dashboard). Note: since Devxchange pays for each processed cheque, it is preferred to accumulate reimbursable expenses not to exceed $500, before processing reimbursement.
2. Prepare a cheque requisition (See Dashboard) for the amount to be reimbursed.
3. Direct transfers overseas are not considered as reimbursable expenses as the money has not actually been spent. Transfers must always be done through Devxchange so that proper accounting and tracking can be set up through the Devxchange field accounting system.
4. Devxchange uses direct deposit- so submit a Void cheque if it is your first request for reimbursement.
5. Submit your requests online (found on Dashboard). Requests need to be in by 10 AM on Mondays in order for Treasurer to approve. If this deadline is missed the cheque will be delayed until the following week.

7.2 Overseas Transfers

1. A Transfer Request Form must be submitted by Project Lead Member to withdraw funds from an authorized account (See Dashboard).
2. Executive Director and Treasurer must sign off on all Request Forms after verifying funds are in the designated account and the Concept Paper, Project Brief or Project Proposal, along with the Project MOU, are signed and on file.
3. If the transfer is a second or subsequent installment, financial reports and proof of transfers need to be up to date before authorizing transfer. If the project has outstanding reports or proof of transfer due- a transfer will not be authorized. This can be verified by viewing your project status on your project dashboard.
4. Team Leader will be informed of amount and date of transfer. Proof of receipt and amount in local currency is required. A scanned copy of the Bank receipt or Bank statement is acceptable proof of transfer. At the time of transfer you will be sent a link to upload the proof.

8.1 Responsibilities of Project Lead Members

• Project Lead Member is responsible to collect and submit bi-annual reports to Devxchange.
• Reports are to be submitted using the project reporting template and link on your project dashboard. Forms will be sent pre-filled with accounting data.
• The financial section of the report will include previous fund balance (from last reporting period), transfers sent since last reporting period and a list of the chart of accounts to be used for the report.
• For ongoing projects pay special attention to the financial reporting section and ensure that previous balance equals the ending balance in prior reporting period. Financial reporting is to be based from the end of previous reporting period until current reporting period.
• You do not need to submit actual receipts for the transactions by the implementing partner; however, the implementing partner is required to keep all receipts and an accurate set of books that is available for audit.
• The financial report is to be comprehensive. In other words, if Devxchange contributions are only a part of the contributions to the project- all sources of income and expenditures need to be reported.
• If Devxchange contributions were for a specific component of the project- reporting for that component needs to be included in the report.

8.2 Reporting Schedule

Item	Due Date	Late Fee	Late Fees Begin
Bi-annual Report Jan 1 – June 30	August 31	$15/week	7 Days after due date
Bi-annual Report July 1 – December 31	February 28	$15/week	7 Days after due date
Annual Budget / Plan	December 31		Project paused until received
Proof Of Transfers	30 days from Transfer	$10/week	45th day late
Fundraiser Event Donations and Data	30 days after event	$10/week	7 Days after due date
Overseas Travel Debrief Form	30 days after trip	$10/week	7 Days after due date
Project Closure Form	Upon notice of closure		Fund balance may be withheld

8.3 Project Evaluations

• Project Evaluations are scheduled every three years for projects of $15,000 or greater. The Executive Director, Project Lead Members, Board Directors, and Advisory council will assist where necessary to identify volunteers to undertake the Peer Verification and/or Project Evaluation.
• Project evaluation dates will be scheduled on your project dashboard.

8.4 Reporting to Foundations and Government Agencies

• The Project Lead Member is responsible for reporting to any Foundations or Government agencies funding the project. The Project Lead Member may have a reporting schedule set by such agencies – if not, then submit quarterly reports according to the same schedule as Devxchange. The foundation or agency may have their own required reporting format.
• All reports should first be approved by Executive Director and a copy filed with the Devxchange office. Devxchange also maintains a database of all project reports due, including reports due to foundations and government agencies. Submitting your reports to the Executive Director ensures that the database gets updated.

8.5 Annual Budgeting

• Project Lead Members will be required to submit an annual budget and plan to Devxchange for the annual calendar year. It may or may not be in sync with your project schedule; however, Devxchange needs budgeting information based on a calendar year. Please use the budgeting template that is sent to you with the corresponding chart of accounts.

8.6 Project Closure

Project completion/termination may be considered when one of the following situations occurs:

1. Project Lead discontinues Project support and fundraising efforts over a 12-month period.
2. Project Lead gives notice of completion or termination of the project.
3. The Executive Director gives notice of termination of the project.
4. Failure to comply with Devxchange policies and procedures.
5. There has been no addition to the fund account in past 12 months and budgeted income projections for that 12-month period have not been met.

• If the project is to close, the Executive Director, in consultation with the project committee will indicate which project to transfer any remaining fund balance.
• If Project Lead does not respond within 3 months, the Executive Director, in consultation with the project committee may transfer any remaining balance to a similar project or Administration and close the account.
• The Project Lead is required to complete an “End of Project” report form.
• The CRA will not allow for charitable incorporation of a project (starting a registered charity) while working with Devxchange, using the same name and conducting the same activities.
• Project Leaders agree to sever all ties to Devxchange should they or anyone associated with a project decide to register the project as its own legal entity prior to filing and will notify Devxchange executive director in writing prior to such filings.
• Devxchange Lead Members as agreed in the Members Manual and Project Lead Member MOU are administrators of the Devxchange owned project. Devxchange project leaders may not file applications for charitable status of an active project owned and operated by Devxchange.
• Devxchange does not authorize the use of its current project names or activities for use by current or past volunteers of Devxchange while a project is active and for a period of no less than 30 days after project closure.
• All project activities during the time the project was approved and active with Devxchange will remain the work of Devxchange.

Purpose:

Devxchange encourages its members to travel as a part of their role as Project Lead Member to assist in the evaluation and implementation of our projects. We encourage Individuals willing to donate their time and talent overseas, primarily to benefit international projects which support the mission and activities of Devxchange International.

Policy:

All members wishing to travel as a part of their Devxchange project must submit an overseas travel application found on their project dashboard. Members must be in agreement with Devxchange Objectives and Core Values and complete the application process prior to travel. Once approved, volunteers must complete a Volunteer Release Form and a Waiver of Liability Form. Volunteers may be requested to submit a police reference check if working in or visiting project areas.

Overseas volunteers must be 18 years or older.

Finances:

• If a volunteer is raising funds for their overseas trip, they are required to submit a budget. The budget may include all expenses related to the volunteer assignment, plus a cost of living allowance of not more than $1,000 a month per individual.
• Overseas assignments of more than 2 years will require Devxchange to classify the cost of living allowance as a taxable benefit and withholding taxes will be required.
• Overseas volunteers should read the safety guidelines provided by Devxchange.
• Overseas Volunteers will also be required to have a service agreement and Waiver of Liability completed.
• A monthly transfer requisition is required (See Dashboard) to send funds, even if it is a recurring monthly remittance. Devxchange will not send funds without a requisition. The requisition must state the breakdown of what the funds are for according to budget.
• Some items in budget are reimbursable expenses and require proof of purchase, i.e. airfares, shots, insurance etc.

Debriefing:

• Volunteers going overseas are required to complete a debrief report upon return to Canada.

Our Travel Policy includes the following safeguards:

• All travel to project areas must be arranged in advance through Devxchange International.
• Devxchange International reserves the right to refuse the visit to any of our projects.
• Satisfactory clearance of a police records check (including vulnerable sector check) is required before each visit, even if the individual has visited a project area before. Visitors are responsible for paying the fee required to complete the background checks. The records will be stored in a secure location and will be protected with the security measures that safeguard other confidential files.
• A designated trip leader must be present throughout each visit.
• Visitors must notify Devxchange if a significant portion of their travel is outside the scope of their duties or activities approved through Devxchange International.
• Children under the age of 18 must not be invited or taken away from their communities, even for a short outing.
• Visitors must not invite children to visit them in their own country. Devxchange will take no part in supporting or arranging such visits.
• Visitors must not discuss, offer or agree to the provision of additional and/or direct financial support outside the scope of the current approved project without the approval of Devxchange.
• Visitors must ask before taking photographs or video or film footage of children, families or communities. Photographs taken are understood to be for the visitors’ own use.
• Visitors should realize that they are subject to the laws of the country they are visiting, and conduct themselves accordingly.
• Visitors are advised to obtain insurance for their travel, and ensure they have obtained the proper immunization before departure.
• Visitors must contact Devxchange International as soon as possible if they need to cancel the visit.
• Visitors acknowledge that travel to other countries involves risk and hazards and the possibility of personal injury and loss of property. Visitors agree to take all steps necessary to protect their own health and property and those of others involved in the visit. Visitors assume all risks associated with international travel.
• Visitors must sign a release waiver prior to travel and agree to release and indemnify Devxchange from any liability arising in connection with the visit, including injuries to the visitor’s person or property or the person or property of any other visitor.

Project Dashboard links will be sent to Project Lead Members once a project has been approved by our committee. The dashboard is set up with valuable resources to enable Project Lead Members to manage their projects efficiently and effectively.

In order to ensure our volunteers are using up-to-date and accurate forms they will be found on the project dashboard along with all project records.

Training is available upon request from our Devxchange team on the use of project dashboards.

This member manual must be signed by all volunteers acting in a Project Lead Member role for a Devxchange project.

This manual is a living document that may be subject to periodic updates or revisions. These updates will be available on the Devxchange website and available through “Policy” button on your dashboard.