1.1. Code of Conduct

The Code of Conduct defines the ethical and professional standards expected from all staff, management personnel, volunteers, consultants, researchers, trainers, partners, contractors, suppliers, and representatives acting for or on behalf of SIMEC Foundation. It sets expectations for integrity, honesty, respect, non-discrimination, confidentiality, safeguarding, responsible use of organizational resources, professional behavior, financial accountability, research integrity, and appropriate conduct with children, vulnerable adults, beneficiaries, students, trainees, colleagues, and community members.

The Code of Conduct also provides the foundation for reporting misconduct, investigating concerns, preventing retaliation, and taking corrective or disciplinary action where required.

1.2. Anti-Fraud Policy

The Anti-Fraud Policy demonstrates SIMEC Foundation’s zero-tolerance approach to fraud, theft, embezzlement, misappropriation of funds, falsification of documents, false reporting, fake beneficiaries, misuse of project resources, false travel claims, and other forms of dishonest financial or operational conduct. The policy requires organizational and project funds to be used only for approved purposes and supported by proper documentation, approval, review, and audit processes. It supports internal control through segregation of duties, budget monitoring, voucher review, payment approval, procurement checks, financial reporting, and internal audit oversight.

Suspected fraud must be reported, recorded, reviewed, and investigated appropriately. Corrective action may include recovery of funds, disciplinary action, contract termination, reporting to authorities, or notification to relevant partners or funders where required.

1.3. Anti-Corruption and Anti-Bribery Policy

The Anti-Corruption and Anti-Bribery Policy applies to staff, volunteers, consultants, partners, suppliers, contractors, and any person or organization working with SIMEC Foundation. It requires decisions relating to procurement, recruitment, project selection, scholarship support, training participation, research activities, partnerships, and service delivery to be made fairly, transparently, and without improper influence. Any suspected bribery or corruption must be reported through appropriate channels and may result in investigation, corrective action, disciplinary action, termination of engagement, or legal referral.

The Policy prohibits bribery, kickbacks, facilitation payments, improper gifts, undue influence, conflicts of interest, misuse of authority, and any attempt to gain unfair advantage through unethical or unlawful means.

1.4. Conflict of Interest Policy

SIMEC Foundation manages conflicts of interest through disclosure, review, recusal from decision-making, additional approval controls, reassignment of responsibilities, documentation, and monitoring. The purpose is to protect fairness, trust, transparency, and institutional integrity. The Conflict of Interest Policy requires all staff, board members, management personnel, consultants, volunteers, partners, and representatives to disclose any personal, financial, family, professional, institutional, political, or other interest that may affect impartial decision-making.

Conflicts of interest may arise in recruitment, procurement, scholarship selection, training admission, partnership approval, financial approval, research activities, consultancy work, vendor selection, or project implementation.

1.5. Whistleblowing Policy

SIMEC Foundation does not tolerate retaliation against anyone who raises a concern in good faith. Reports are reviewed, recorded, assessed, and investigated as appropriate, with corrective or disciplinary action taken where necessary.

The Whistleblowing Policy provides safe, confidential, and non-retaliatory channels for reporting misconduct, fraud, corruption, safeguarding concerns, harassment, discrimination, abuse, exploitation, financial irregularity, research misconduct, data misuse, conflicts of interest, or other wrongdoing.

Reports raised by staff, volunteers, consultants, partners, beneficiaries, community members, suppliers, or other stakeholders. Concerns may be reported through line management, senior management, the Executive Director, internal audit, and safeguarding focal persons.

1.6. Transparency and Public Accountability Policy

SIMEC Foundation seeks to communicate honestly with stakeholders about its work, objectives, programs, partnerships, results, publications, and use of resources. Public information should be accurate, respectful, lawful, and consistent with confidentiality, safeguarding, data protection, and donor or partner obligations.

This policy also supports accountability to beneficiaries, communities, donors, partners, regulators, and the public by encouraging responsible reporting, ethical communication, and openness about organizational performance and learning.

2.1. Protection from Sexual Exploitation and Abuse Policy

The Protection from Sexual Exploitation and Abuse Policy establishes SIMEC Foundation’s zero-tolerance approach to sexual exploitation, sexual abuse, sexual coercion, abuse of power, sexual misconduct, and any form of sexual behavior that harms or exploits another person. The policy applies to all staff, volunteers, consultants, partners, suppliers, contractors, visitors, and representatives. It protects children, women, vulnerable adults, students, trainees, beneficiaries, research participants, community members, and staff.

SIMEC Foundation prohibits any exchange of money, employment, training opportunity, scholarship, service, benefit, assistance, or project participation for sexual favor or sexual contact. Any concern must be reported promptly and handled through confidential reporting, investigation, survivor-centered response, and appropriate corrective or disciplinary action.

2.2. Safeguarding Policy

The Safeguarding Policy ensures that SIMEC Foundation takes reasonable measures to prevent harm, abuse, exploitation, neglect, harassment, bullying, unsafe conduct, and misuse of power in all areas of its work. Safeguarding applies to staff, volunteers, children, young people, vulnerable adults, students, trainees, beneficiaries, research participants, project participants, and community members. It is relevant to education, training, health services, research, scholarships, field activities, community programs, outreach, events, publications, media use, and digital communication.

All representatives of SIMEC Foundation are expected to maintain professional boundaries, respect confidentiality, obtain appropriate consent for data, stories, photographs and videos, and report safeguarding concerns promptly.

2.3. Child Protection Policy

The Child Protection Policy requires SIMEC Foundation personnel and representatives to act in the best interests of the child, prevent abuse and exploitation, maintain appropriate behavior, avoid unsafe private contact, use child images and stories responsibly, and report any child protection concern immediately.

Child protection responsibilities apply to educational activities, scholarships, social education, health services, sports activities, religious education training, awareness campaigns, research activities, community events, and any program where children may participate.

2.4 Anti-Sexual Harassment, Anti-Harassment and Bullying Policy

SIMEC Foundation is committed to maintaining a safe, respectful, inclusive, and dignified workplace, learning environment, research environment, and community engagement culture. The policy prohibits sexual harassment, harassment, bullying, intimidation, humiliation, abuse of power, discriminatory conduct, online harassment, aggressive behavior, and any other form of abusive or inappropriate conduct.

Child protection responsibilities apply to educational activities, scholarships, social education, health services, sports activities, religious education training, awareness campaigns, research activities, community events, and any program where children may participate. Prohibited conduct includes unwanted sexual comments, gestures, messages, jokes, advances, requests, threats, coercion, visual materials, verbal abuse, repeated unfair criticism, exclusion, misuse of authority, discriminatory remarks, offensive communication, and any behavior that creates an unsafe, hostile, intimidating, humiliating, or offensive environment.

This policy applies in offices, institutions, training centers, project sites, field visits, online platforms, meetings, events, travel, community activities, and any setting connected with SIMEC Foundation. Complaints are handled through safe and confidential reporting procedures. SIMEC Foundation may take protective action, investigate concerns, and apply disciplinary or corrective measures where required. Managers, supervisors, trainers, project leads, and senior personnel are responsible for creating respectful environments and taking appropriate action when concerns arise.

3.1. Human Resources Policy

SIMEC Foundation seeks to recruit and retain qualified, ethical, competent, and mission-aligned personnel. Recruitment and employment decisions should be fair, transparent, non-discriminatory, and based on organizational need, merit, capacity, and compliance requirements.

The policy also supports staff accountability, professional growth, respectful workplace culture, safeguarding awareness, and compliance with applicable labor and organizational requirements.

3.2 Equality, Diversity, Inclusion and Gender Equality Policy

SIMEC Foundation is committed to equality, diversity, inclusion, and gender equity across its programs, workplace, partnerships, and community engagement. The Foundation does not tolerate discrimination based on age, gender, disability, religion, ethnicity, nationality, language, social status, economic condition, education level, health condition, marital status, pregnancy, family responsibility, or any other protected or personal characteristic.

This policy supports inclusive access to education, training, research participation, scholarships, health services, community development, employment opportunities, and stakeholder engagement. It also promotes gender-sensitive program design, women’s empowerment, safe participation, leadership development, livelihood skills, protection from gender-based discrimination, prevention of harassment and exploitation, and the advancement of women and girls in education, skills, health, and social development.

3.3. Staff Capacity Development Policy

SIMEC Foundation recognizes that competent staff and representatives are essential for delivering effective education, training, research, health, welfare, and community programs.

Capacity development may include induction, project orientation, technical training, mentoring, workshops, compliance briefings, safeguarding training, data protection awareness, financial procedure training, and leadership development.

3.4. Staff Health and Wellbeing Policy

SIMEC Foundation is committed to protecting the physical safety, mental wellbeing, dignity, and security of staff, volunteers, consultants, project personnel, and representatives involved in organizational and project activities.

The policy promotes safe working conditions, reasonable workload management, respectful communication, prevention of harassment and bullying, occupational safety awareness, emergency preparedness, incident reporting, risk assessment, safe supervision, and responsible behavior during all workplace, field, training, research, health service, travel, community event, and public gathering activities.

SIMEC Foundation encourages managers and project leads to identify workplace and field-level risks, support staff during project implementation and field activities, respond appropriately to health, safety, stress, or wellbeing concerns, and take reasonable measures to reduce risks affecting staff and representatives.

4.1. Financial Management Policy

SIMEC Foundation records income and expenditure against approved budget headings and maintains supporting documents including vouchers, invoices, receipts, payment approvals, bank/cash records, transaction lists, and project finance files.

Financial management is supported by segregation of duties, finance review, management approval, ERP-based records, internal audit review, and periodic reporting. The policy helps ensure that funds are used properly, efficiently, transparently, and in line with organizational, legal, and project requirements.

4.2. Procurement Policy

The Procurement Policy ensures that goods, works, and services are purchased through transparent, fair, competitive, ethical, and value-for-money processes. Suppliers, contractors, and service providers may be required to follow SIMEC Foundation’s ethical, safeguarding, anti-fraud, confidentiality, and compliance expectations.

Procurement decisions are taken based on genuine need, approved budget, quality, price, supplier capacity, compliance, delivery requirements, and fairness. Staff involved in procurement must avoid bribery, collusion, favoritism, conflict of interest, and misuse of authority.

4.3. Asset Management Policy

SIMEC Foundation personnel are responsible for using assets only for approved purposes, protecting them from loss or misuse, maintaining proper records, and reporting damage, theft, or irregularity promptly.

The Asset Management Policy regulates the acquisition, registration, use, maintenance, tracking, transfer, and disposal of organizational and project assets. Assets may include equipment, furniture, vehicles, IT devices, training tools, laboratory items, publications, project materials, donor-supported resources, and digital systems.

4.4. Partnership and Due Diligence Policy

The Partnership and Due Diligence Policy ensures that partners, vendors, sub-grantees, collaborators, consultants, service providers, and implementing organizations meet appropriate ethical, legal, operational, safeguarding, financial, and compliance standards.

Before and during partnerships, SIMEC Foundation may review organizational status, governance, financial capacity, safeguarding arrangements, conflict of interest risks, previous performance, legal compliance, reputation, and ability to deliver agreed responsibilities.

4.5. Travel and Subsistence Policy

SIMEC Foundation requires all travel and subsistence costs to be necessary, reasonable, budgeted, properly documented, and approved in advance. Travel arrangements should use cost-effective routes and economy-class travel unless a justified exception is approved by authorized management.

Reimbursement for travel, accommodation, meals, local transport, per diem, and other related costs is made only where costs are supported by appropriate receipts, travel claims, approval records, and project or organizational requirements. Travel and subsistence costs must comply with approved budgets, donor conditions, internal procedures, and applicable financial controls.

Claims are reviewed by the finance and administration team and approved by authorized management before payment. Records are retained for reporting, audit, donor verification, and compliance purposes.

5.1. Data Protection and Privacy Policy

SIMEC Foundation collects and processes personal data only for legitimate purposes and seeks to ensure that data is handled lawfully, fairly, transparently, securely, and responsibly. Data may include identity information, contact details, educational records, research information, health-related information, financial support records, photographs, consent forms, website usage data, and other information necessary for programme delivery.

The policy covers data relating to students, trainees, scholarship applicants, research participants, volunteers, employees, consultants, donors, beneficiaries, community members, children, vulnerable persons, website users, and partner organisations. The policy requires appropriate consent or legal basis where applicable, restricted access, secure storage, responsible sharing, confidentiality, retention controls, secure disposal, and additional protection for children and vulnerable persons.

5.2. Information Security Policy

The Information Security Policy safeguards SIMEC Foundation’s digital systems, databases, project files, research data, financial records, beneficiary information, staff records, publications, communication systems, and organizational information from unauthorized access, misuse, loss, disclosure, alteration, or destruction.

SIMEC Foundation uses controlled access, password-protected accounts, role-based permissions, secure file storage, backup procedures where applicable, restricted sharing, staff awareness, and incident reporting processes.

Personnel are required to protect devices, accounts, passwords, project files, research data, beneficiary records, and confidential documents. Suspected cyber incidents, data loss, unauthorized access, phishing attempts, malware, or information misuse must be reported promptly and addressed through appropriate response procedures.

5.3. Website Use, Privacy and Cookies

SIMEC Foundation seeks to ensure that information published on its website is accurate, respectful, lawful, and consistent with its mission, policies, safeguarding commitments, data protection responsibilities, and public accountability principles. Website content is provided for general information about SIMEC Foundation, its programs, services, publications, activities, partnerships, and organizational commitments.

Users must not misuse the website, attempt unauthorized access, copy content for improper purposes, submit false or harmful information, interfere with website security, or use the website in a way that is unlawful, abusive, discriminatory, misleading, or harmful to SIMEC Foundation or others.

SIMEC Foundation may collect personal information submitted through website forms, email communication, registration forms, applications, feedback forms, complaints, program participation, donations, or other communication channels. Such information may include names, contact details, organization details, educational or professional information, program-related information, photographs, consent records, and other information necessary for legitimate organizational, program, safeguarding, research, reporting, communication, or compliance purposes.

Personal information is handled responsibly, with appropriate access control, confidentiality, secure storage, restricted sharing, retention control, and protection for children and vulnerable persons. Information may be shared only where necessary for programme delivery, legal compliance, safeguarding, reporting, audit, donor requirements, or with appropriate consent where required.

The website may use basic cookies or website usage data to support website functionality, security, performance, and improvement. Users may manage cookies through their browser settings.

Questions about website use, privacy, data protection, complaints, safeguarding concerns, or policy matters may be sent to SIMEC Foundation through the official contact details published on the website.

6.1. Accountability to Affected Populations Policy

SIMEC Foundation seeks to provide clear information about relevant programs, eligibility, services, selection processes, expected benefits, risks, feedback channels, and complaint mechanisms. The policy promotes inclusion, dignity, participation, transparency, and responsiveness. It helps ensure that program decisions reflect community needs, local context, ethical standards, and feedback from the people served. The Accountability to Affected Populations Policy ensures that communities, beneficiaries, students, trainees, research participants, and project stakeholders are informed, consulted, respected, and able to participate meaningfully in decisions that affect them.

6.2. Grievance Mechanism Policy

SIMEC Foundation reviews complaints fairly, protects complainants from retaliation, maintains confidentiality where possible, records concern appropriately, and takes corrective action when required. Complaints may relate to service quality, staff conduct, safeguarding, harassment, discrimination, fraud, corruption, research misconduct, selection concerns, data protection, or misuse of resources.

The Grievance Mechanism Policy provides accessible, safe, confidential, and responsive systems for receiving feedback, complaints, suggestions, concerns, and grievances from beneficiaries, students, trainees, volunteers, staff, partners, suppliers, community members, and other stakeholders.

6.3. Monitoring, Evaluation, Accountability and Learning (MEAL) Policy

SIMEC Foundation uses monitoring and evaluation to assess program progress, quality, outputs, outcomes, beneficiary reach, risks, challenges, lessons learned, and long-term impact. The Monitoring, Evaluation, Accountability and Learning Policy supports evidence-based planning, performance tracking, impact measurement, reporting, accountability, and continuous improvement.

The policy encourages ethical data collection, responsible reporting, community feedback, research integrity, learning from results, and using evidence to improve education, training, health, welfare, research, and community development programs.

6.4 Research Integrity and Misconduct Policy

SIMEC Foundation requires all research, evidence, publication, survey, monitoring, evaluation, and data-related activities to be conducted honestly, transparently, ethically, and with respect for participants, communities, partners, and funders.

Research and evidence activities must follow appropriate standards for informed consent, confidentiality, accurate data collection, responsible analysis, secure data storage, respectful communication, and truthful reporting. SIMEC Foundation does not tolerate fabrication, falsification, plagiarism, misrepresentation, unethical data collection, misuse of research information, breach of confidentiality, or other forms of research misconduct.

Any allegation or concern relating to research misconduct may be reported to line management, senior management, the Executive Director, internal audit, safeguarding focal persons, or other authorized personnel as appropriate. Concerns are recorded, assessed, and investigated in a fair and confidential manner. Corrective action may include clarification, correction of records, withdrawal or amendment of reports, disciplinary action, partner notification, donor notification, or other appropriate action depending on the nature and seriousness of the matter.

Staff and relevant project personnel are briefed on research integrity expectations during induction, project orientation, research planning, training, and implementation. Research integrity arrangements are reviewed periodically and updated where required.

7.1. Environmental Sustainability Policy

SIMEC Foundation seeks to minimize unnecessary waste, encourage efficient use of paper, energy, water, transport, materials, and equipment, and promote environmental responsibility through its institutions, offices, training activities, community programs, and development projects. The Environmental Sustainability Policy promotes responsible resource use, waste reduction, environmental awareness, low-carbon practices where feasible, and climate-conscious program planning.

The policy supports awareness, responsible behavior, sustainable operations, and integration of environmental considerations into relevant program design and implementation.

7.2. Disaster Risk Reduction and Emergency Response Policy

SIMEC Foundation may integrate disaster risk awareness, preparedness planning, emergency communication, relief activities, community mobilization, and recovery support into relevant programs.

The Disaster Risk Reduction and Emergency Response Policy supports preparedness, resilience, risk awareness, emergency response, humanitarian aid and community support during disasters, crises, public health emergencies, climate events, or other disruptive situations. The policy helps ensure that emergency responses are timely, accountable, inclusive, safe, coordinated, and respectful of the dignity of affected people.

7.3. Grass-root Development Policy

SIMEC Foundation promotes sustainability by investing in education, vocational skills, research, women empowerment, youth development, health awareness, scholarships, libraries, social education, community initiatives, and local leadership.

The policy supports program designs that build capacity rather than dependency, encourage community ownership, and contribute to long-term social transformation.

7.4. Organizational Risk Management Policy

SIMEC Foundation manages risks through planning, management oversight, project monitoring, internal controls, documentation, staff awareness, reporting mechanisms, corrective action, and periodic review. The Risk Management Policy establishes a systematic approach to identifying, assessing, mitigating, monitoring, escalating, and reviewing organizational and project risks.

SIMEC Foundation manages risks through planning, management oversight, project monitoring, internal controls, documentation, staff awareness, reporting mechanisms, corrective action, and periodic review. The Risk Management Policy establishes a systematic approach to identifying, assessing, mitigating, monitoring, escalating, and reviewing organizational and project risks.

These policies and principles are approved by SIMEC Foundation management and apply to staff, volunteers, consultants, trainers, researchers, partners, contractors, suppliers, representatives, and other relevant stakeholders working with or on behalf of SIMEC Foundation.

SIMEC Foundation makes relevant personnel aware of applicable policies through induction, orientation, project briefings, staff communication, training, supervision, and management guidance. Policies and procedures are reviewed at least annually, or earlier where required by law, donor requirements, project risks, safeguarding concerns, organizational changes, or lessons learned from implementation.