Validation process

EPICS Validation Norms are basically the essential aspects which all partnering Social Enterprises (SEs) and NGOs need to exhibit and follow. These include the following key elements:

1. Identity
2. Vision, Aims, Objectives and Achievements
3. Governance
4. Operations
5. Accountability and Transparency

1. Identity
Principle: The organisation should exist and be registered.
a. Existence

• The organisation has been functioning for a minimum of three years from the date of registration
• The physical address given by the organisation is verifiable

b. Legal Status

• The organisation be registered as a Charitable Trust / Society as per applicable laws and statutory regulations
• Registration documents of the organisation are available on request.

2. Vision, Aims, Objective and Achievements
Principle : The organisation should be able to state what it is aiming to do and showcase few achievements related to its aims.
a. Vision / Purpose / Mandate / Mission

• A vision/ purpose/ mandate/ mission, which drives the organisation, is articulated beyond the registration documents

b. Objectives

• The organisation has a defined aim and a set of objectives

c. Impact / Achievement / Output / Performance

• The organisation should be able to show performance through defined indicators against stated objectives

3. Governance
Principle : The organisation is committed to and practices good governance, in order to enhance effectiveness; especially because voluntary organisations draw upon public funds and private donations.

• The organisation has a Governing Board, by whatever name called
• Disclose details of Board members such as name, age, gender, position and occupation
• Not more than half the Board members have remunerated roles
• The Board has at least four meetings a year suitably spaced with quorum stipulated in its own Articles of Association
• Minutes of the Board meetings are documented and circulated
• The Board approves programmes, budgets, annual activity reports and audited financial statements
• The Board ensures the organisation’s compliance with applicable laws and statutory regulations

4. Operations
Principle : The organisation conducts its programmes and operations efficiently and effectively in the public interest.
a. Programme

• Activities are in line with the Vision, Aim and Objectives of the organisation

b. Management

• The organisation periodically reviews progress of programmes
• The organisation follows consultative decision-making processes
• The organisation complies with applicable laws and regulations of the country
• The accounts of the organisation are regularly maintained and those with an annual income above Rs 50,000/- are audited by a chartered accountant

c. Human Resources

• Roles and responsibilities are defined for Personnel: Staff and Volunteers
• All personnel are issued letters of contract / appointment
• An appropriate Personnel Policy is in place

5. Accountability and Transparency
Principle : Organisation is accountable and transparent to the community served, the state, the public, donors, staff, volunteers and concerned others.
a. Accountability

• Signed audited statements are available: balance sheet, income and expenditure statement, receipts and payments account, schedules to these, notes on accounts and the statutory auditor’s report
• Statement of accounts indicates whether constructed on a cash or accrual basis
• There are no serious adverse notes on any material point
• There are no material transactions involving conflict of interest between a Board or staff member and the organisation

b. Transparency

1. The organisation’s Annual Report needs to be distributed and communicated to the stakeholders and others and is made available on request every year.
2. The Annual Report contains a description of the main activities, a review of the progress and results achieved in the year; and information on the Board members’ names, position in the Board, remuneration or reimbursement and should contain brief financial details.