Principles of Commissions and Working Groups

1. Structure of Commissions and Membership

a. Commissions:

• PDR Commission

• Volunteer Commission

• Projects Commission

• Young Vicdan Commission

• Finance and Donations Commission

• Legal Affairs Commission

• Education Commission

• Corporate Communication Commission

• Culture and Arts Commission

b. Membership:

Every volunteer can become a member of one or more working commissions according to their interests and competencies. However, a volunteer cannot serve as a coordinator in more than one commission simultaneously.

2. Selection of Coordinators and Term of Office

The commissions elect their primary and alternate coordinators democratically for a one-year term. Elections are held during the annual general assembly meeting, and participation is open to all commission members.

3. Working Method

Commissions operate independently in line with the foundation's mission, vision, values, and the annual strategy set by the board of directors. They define their annual strategies and submit them for the approval of the board.

4. Responsibility and Accountability

Commission members are accountable to the coordinators, and the coordinators are accountable to the board of directors. Coordinators report the commission's activities and developments to the board on a monthly basis.

5. Planning and Implementation

Commissions present their annual plans to the board of directors for approval. They implement the plans and activities approved by the board.

6. Communication and Collaboration

Regular meetings are organized to ensure effective communication and collaboration between commissions. Inter-commission working groups can be formed for joint projects and activities.

7. Transparency

Activity reports and decisions of the commissions are shared transparently on the foundation's website or internal communication platforms. All commissions periodically report their activities and expenditures, which are presented at the foundation's general assembly.

8. Training and Development

Regular training programs are organized for commission members to enhance their competencies. The training topics include leadership, project management, communication skills, and technical expertise. Trainings are conducted through both internal resources and external experts.

9. Evaluation and Feedback

Commission activities are regularly evaluated based on established performance criteria. Activities and strategies are updated in line with feedback received from members and beneficiaries.

10. Principles Regarding Working Groups

10.1. Definition of Working Groups:

Working groups are temporary and flexible structures formed with the participation of volunteers from different commissions to carry out project or goal-oriented activities. These groups are organized to achieve specific objectives and are dissolved once the goal is accomplished.

10.2. Participation and Membership:

Participation in working groups is determined among volunteers who are willing to take on tasks and responsibilities for the project. Each commission contributes to working groups as needed and according to the project's nature. The participation in working groups is organized and approved by the relevant commission coordinators or the board of directors. Each working group can include a maximum of two volunteers from each commission, and the total number of members should not exceed ten.

Volunteers who are not members of any commission can also form working groups with a core group of at least five people, after obtaining the opinion of the relevant commissions and approval of the board of directors.

10.3. Duties and Responsibilities:

Working group members are expected to follow the project activities regularly, attend meetings consistently, and fulfill their assigned responsibilities. Volunteers who believe they cannot adhere to this commitment due to work schedules or other obligations are advised not to join the working group.

10.4. Transparency and Reporting:

Working groups report to the board every three months on the progress, opportunities, and challenges of their activities. The activities of working groups are reviewed after the project is completed, and the results are shared transparently at the foundation's general assembly.

10.5. Project Leader Coordinator:

A Project Leader Coordinator is appointed for each working group to manage the project. This coordinator is responsible for organizing the activities of the working group, maintaining inter-group communication, and managing reports.

10.6. Formation, Duration, and Termination of Working Groups:

The formation, expansion, extension of duration, or termination of working groups are carried out by the decision of the board of directors, taking into account the foundation’s annual strategic plans. Working groups are established for one-year periods, and this period can be renewed for another year with the decision of the board.

Working groups that do not hold regular meetings, fail to ensure regular and inclusive participation of their volunteer members, or are unable to present satisfactory progress in their quarterly reports can be dissolved by the board of directors.

10.7. Meeting Frequency:

Working groups hold meetings once a week, either online or in person. These meetings are organized flexibly according to the working group's schedule and needs.