Public Policy Suite

POLICY P-06

Brand & Logo Use Policy

Effective Date: July 2025
Next Review Date: July 2026
Approved by: CEO

1. Purpose
The Leaders Institute of South Australia (the Institute) values its reputation and identity. Our brand assets, including name, logos, marketing materials, and other visual representations, must be used consistently and appropriately to maintain the Institute’s integrity and recognition.

2. Policy Statement
Staff, participants, facilitators, presenters, and any other people associated with the Institute must not use the Institute’s logos, brand assets, or marketing materials to promote programs, events, partnerships, or any other association without obtaining prior written approval from the CEO.

Approval must be sought before:

• Using the Institute’s logo or branding on external materials (e.g., promotional flyers, websites, social media posts, partner announcements)
• Representing any event or activity as endorsed by the Institute

Where approval is granted, individuals must comply with any brand guidelines or usage requirements provided.

Unauthorised use of the Institute’s brand assets may result in withdrawal of permission and/or further action as appropriate.

POLICY P-07

Gifts Acceptance Policy

Effective Date: July 2025
Next Review Date: July 2026
Approved by: CEO

1. Purpose
The Leaders Institute of South Australia (the Institute) is committed to ethical fundraising practices that align with our values, mission, and reputation.

This policy ensures that all gifts, donations, and contributions are accepted or declined in a manner that upholds the highest standards of transparency, integrity, and legal compliance.

2. Scope
This policy applies to:

• All Institute staff members
• Board members
• Donors and prospective donors
• Partner organisations
  
  

3. Definitions
In accordance with Australian Taxation Office (ATO) guidelines, a gift is defined as:

• A voluntary transfer of money or property where the donor receives no material benefit or advantage; and
• Gifts of financial assets (e.g. shares), property, or in-kind services (including pro bono support).
  
  

4. Principles for Gift Acceptance
The Institute may refuse a gift if:

• The gift originates from excluded industries (as per the AAI Global Corporate Engagement Framework)
• The donor is assessed to be in vulnerable circumstances or lacks decision-making capacity
• Acceptance would compromise the Institute’s mission, values, or strategic objectives
• The activities of the donor conflict with the objectives of the Institute
• The donor expects a material benefit (e.g., program participation) in return
• The cost of managing the gift exceeds its value
• Acceptance would risk reputational damage
• There is a reasonable belief the gift may result in legal action
• Workplace giving donations may be accepted from employees even where the employer is an excluded entity, but matched employer contributions will not be accepted
  
  

Gifts may also be refused after acceptance if new information emerges.

5. Gift Acceptance Procedures

• All financial gifts will be deposited into a dedicated DGR (Deductible Gift Recipient) account.
• A register of donations will be maintained, including donor identity and gift purpose (where nominated).
• Official ATO-compliant receipts will be issued for all accepted gifts.
• All donations (financial and in-kind) will be reported in the Institute’s Annual Financial Statements.

Decision-Making Process

• The CEO is responsible for the initial determination of whether to accept or decline a gift
• If the CEO recommends refusing a gift, the matter will be referred to the Board for final consideration
• Accepted gifts will be declared in the next Board meeting papers
• If the Board disagrees with the CEO's recommendation to accept a gift, the donor will be informed respectfully, and any funds received will be returned at the Institute’s cost

Communication with Donors

• Donors will be informed courteously and transparently if their gift is declined
• If a donor disagrees with the decision, they may seek review by the CEO and the Board Chair
  
  

6. Gifts to staff or Directors
Staff and Directors must:

• Record all gifts or benefits over $50 in the Gifts Register
• Seek CEO approval for any gift over $100 (Approval from the Chair is required if the CEO is the recipient)
• Include both tangible (e.g. wine, vouchers) and intangible (e.g. hospitality, event invites) items
• Only accept gifts that are modest, infrequent, and do not influence decisions
• Decline gifts that create a real or perceived conflict of interest, or could be seen as inducement
• Report all gifts to the CEO (or Chair) if unsure

The Gifts Register is saved in the policies folder and will be reviewed annually through the Audit, Finance and Risk Committee.

7. Monitoring and Review
The CEO is accountable to the Board for the management and review of this policy.

All staff are responsible for understanding and applying this policy in their roles.

Compliance will be monitored through periodic review and staff training.

POLICY P-08

Environmental Management Policy

Effective Date: June 2025
Next Review Date: June 2026
Approved by: CEO

1. Purpose
This policy outlines our organisation’s commitment to minimising our environmental impact in the course of delivering leadership development services. As a small, independent not-for-profit, we aim to implement practical, responsible environmental practices aligned with our values and available resources.

2. Scope
This policy applies to all staff, volunteers, and facilitators engaged in our operations, including program delivery, administration, and events.

3. Our Commitment
While we do not operate a formal Environmental Management System, we are committed to responsible environmental stewardship and take practical steps to reduce our footprint. Our efforts focus on:

• Waste reduction and recycling
• Sustainable procurement
• Energy conservation
• Minimising emissions from travel

We operate within UniSA facilities and align with the University’s environmental and sustainability practices, including waste separation, energy management systems, and use of shared infrastructure to reduce our environmental footprint.

We promote awareness among our team members to encourage environmentally responsible choices in day-to-day operations.

4. Practical Actions

4.1 Sustainable Products and Waste Minimisation

• We prioritise purchasing compostable or recyclable products, such as plates, cups and cutlery for use in program delivery.
• We actively promote and support recycling and ensure recyclable materials are properly disposed of to reduce landfill.
  
  

4.2 Paper and Printing

• We limit printing and paper use by distributing digital course materials where possible.
• Where printed materials are required, we use recycled paper and double-sided printing options.
  
  

4.3 Energy Use

• Staff are encouraged to turn off monitors and other equipment when not in use.
• We use shared facilities at UniSA and align with their building management practices for energy efficiency.
  
  

4.4 Travel and Remote Work

• Although we value face-to-face interaction, we prioritise online or phone meetings where appropriate to reduce travel-related emissions.
• We support flexible work practices to minimise unnecessary commuting.
  
  

5. Continuous Improvement
We will periodically review our practices and look for simple, effective ways to further reduce our environmental impact, while remaining aligned with UniSA's broader sustainability values and infrastructure. UniSA’s commitment to sustainability can be found here - https://i.unisa.edu.au/askit/staff/ists/sustainability/

6. Review
This policy will be reviewed every two years or earlier if there is a significant change in legislation or business needs.

POLICY P-09

Fraud & Corruption Prevention Policy

Effective Date: July 2025
Next Review Date: July 2026
Approved by: CEO

1. Purpose
The purpose of this policy is to prevent, detect, and respond to incidents of fraud, corruption, or other financial misconduct within the Leaders Institute of South Australia. It promotes a culture of honesty, accountability and transparency and protects the organisation’s reputation and resources.

2. Scope
This policy applies to all Board members, employees, facilitators, contractors, volunteers, and program participants who are involved in financial or operational activities on behalf of the Institute.

3. Definitions

• Fraud: Dishonest activity causing actual or potential loss to the Institute, including theft, embezzlement, misappropriation of assets or data, false invoicing, or misuse of funds
• Corruption: Abuse of position or power for personal gain, such as accepting bribes, gifts in exchange for influence, or nepotism
• Misconduct: Breaches of policies, procedures or standards that may lead to reputational damage or legal exposure

3. Policy Statement
The Institute does not tolerate fraud or corruption under any circumstances. All personnel are expected to act honestly and with integrity. Fraudulent or corrupt conduct will be investigated and may result in disciplinary action, civil recovery, or referral to the appropriate authorities.

5. Responsibilities

• Board: Oversight of fraud control environment and assurance
• CEO: Implementation of fraud risk controls and investigations
• All Staff: Comply with this policy; report suspected fraud or misconduct promptly

6. Fraud Prevention Measures

• Segregation of duties in financial processes
• Internal authorisation and approval thresholds (see Delegations of Authority)
• Regular review of financial transactions and supplier relationships
• Mandatory conflict of interest declarations
• Training for staff and Board on fraud awareness
  
  

7. Reporting Suspected Fraud
Anyone who becomes aware of suspected fraud, misconduct or corruption must report it promptly to the CEO, or if involving the CEO, to the Chair of the Board.

Anonymous disclosures can be made in writing. The Institute will:

• Investigate reports promptly and confidentially
• Keep the identity of whistleblowers protected where possible
• Take disciplinary or legal action as warranted
  
  

8. Investigations
The CEO (or delegated investigator) will lead internal investigations. Where criminal activity is suspected, the matter will be referred to South Australia Police or the Independent Commissioner Against Corruption (ICAC).

9. Whistleblower Protection
The Institute supports a culture of disclosure. Individuals who report in good faith will not suffer retaliation. False or malicious allegations, however, may be subject to disciplinary action.

10. Related Documents
Code of Conduct
Delegations of Authority
Conflict of Interest Policy
Financial Management Procedures
Risk Appetite Statement (RAS)

11. Review
This policy is reviewed at least every two years, or sooner if required by law or incidents.

POLICY P-10

Conflict of Interest Policy

Effective Date: July 2025
Next Review Date: July 2026
Approved by: CEO

1. Purpose
The purpose of this policy is to ensure transparency, integrity, and accountability in all decisions and actions of the Leaders Institute of South Australia. It provides a framework for identifying, declaring, and managing actual, perceived, or potential conflicts of interest among Board members, staff, contractors, volunteers, and program participants.

2. Scope
This policy applies to all individuals who represent or act on behalf of the Institute, including Board members, employees, volunteers, facilitators, consultants, and advisors.

3. Definition of Conflict of Interest
A conflict of interest occurs when an individual’s personal interests or relationships conflict with, or may be seen to conflict with, their duties to the Institute. Conflicts can be:

• Actual: a direct conflict currently exists
• Perceived: it appears a conflict may exist, whether or not it is the case
• Potential: a conflict may arise in the future

Examples include:

• Personal or family interests in a company that supplies services to the Institute
• Acceptance of gifts or benefits that could influence decision-making
• Participation in decisions that could benefit a personal business or professional interest

4. Policy Statement
All individuals are expected to:

• Avoid conflicts of interest where possible
• Identify and disclose any actual, potential, or perceived conflicts as soon as they arise
• Remove themselves from decision-making processes where a conflict exists
• Support an open, transparent, and accountable culture

5. Disclosure Requirements

• All Board members and staff must complete an annual Conflict of Interest Declaration
• Declarations must be updated immediately if circumstances change
• Disclosures should be made in writing to the CEO or Chairperson
• If it becomes apparent that an actual, perceived or potential conflict may arise – for example, during a meeting or conversation – this should be declared immediately and the meeting or conversation stopped if necessary

6. Management of Conflicts
Once disclosed, the conflict will be assessed and recorded in the Conflict of Interest Register. The Chair or CEO will determine an appropriate management strategy, such as:

• Restriction from certain discussions or decisions
• Recusal from Board or Committee votes
• Resignation from conflicting roles
• In some cases, cessation of the conflicting activity

7. Board-Specific Requirements

• Disclosures must be formally recorded in Board minutes
• Board members must not vote on or participate in matters where they have a conflict
• Gifts over $250 must be recorded in the Gift Register (as per the Governance Charter)

8. Breaches

Failure to disclose a conflict of interest may result in disciplinary action, up to and including termination of employment or removal from the Board

10. Related Documents
Governance Charter
Fit and Proper Person Declaration
Gift Acceptance Policy
Code of Conduct

11. Review
This policy is reviewed at least every two years, or if legislation or circumstances change.

POLICY P-11

Child Safety & Wellbeing Policy

Effective Date: August 2025
Next Review Date: July 2026
Approved by: CEO

Purpose
The Leaders Institute of South Australia (the Institute) is committed to promoting and protecting the safety and wellbeing of all children and young people who engage with our programs. This policy outlines how the Institute seeks to prevent harm and respond effectively to concerns of child abuse or neglect, in compliance with the Children and Young People (Safety) Act 2017 (SA) and the National Principles for Child Safe Organisations.

Scope
This policy applies to all staff, facilitators and contractors, volunteers, and program participants who interact with young people under the age of 18, particularly in the context of the Youth Governor’s Leadership Foundation (YGLF).

Policy Statement
The Institute is committed to creating child-safe environments through:

• Preventing risks of harm
• Responding appropriately to disclosures or allegations
• Embedding child-safe practices into organisational culture

Key Commitments

We will:

• Comply with all legislative obligations to report concerns about child safety
• Promote participation and empowerment of young people
• Provide relevant staff with training on child protection and appropriate conduct
• Implement child-safe screening, including Working with Children Checks (WWCCs)
• Respond to all reports of suspected harm swiftly and seriously

Roles and Responsibilities

• CEO: Oversee compliance and reporting
• Program Manager: Ensure program design and delivery reflects child safety requirement
• Staff, Facilitators, Volunteers: Comply with this policy and act on any reasonable suspicion of harm

Code of Conduct

When interacting with people under 18 years, all adults must comply with the requirements below. Refer to the “Child Safe Practice Guidelines” for more detail.

• Maintain professional boundaries, recognising the inherent power imbalance in adult-youth relationships. This includes no gifts, social invitations, favouritism, or unnecessary physical contact
• Avoid one-on-one contact with minors without visibility or transparency, both in person and online. If this is unavoidable, it must be logged in advance (when expected), or reported immediately afterwards (when unexpected)
• Avoid any form of inappropriate communication (including social media contact). Do not delete or hide any communications with participants who are under 18
• Report any suspicions of grooming, abuse, or misconduct immediately via the CEO or Program Manager, or if the suspicion relates to Leaders Institute staff, to the Chair

Reporting Concerns
All staff and volunteers are considered mandatory notifiers under South Australian law. If a child or young person is at risk, you must:

• Report to the Child Abuse Report Line (CARL) on 13 14 78
• Notify the CEO or Board Chair as soon as practicable
• Document the concern, date, time, and actions taken

Recruitment and Screening
All staff, Board members, facilitators, contractors and volunteers working with minors (or their personal information) must have a valid Working with Children Check (WWCC) issued by the SA Department of Human Services

Training
All relevant personnel will receive appropriate training in child protection and child-safe practices upon induction and as required.

Legislation and Standards
This policy aligns with:

• Children and Young People (Safety) Act 2017 (SA) 
        Child Safety (Prohibited Persons) Act 2016 (SA)
• National Principles for Child Safe Organisations
• ACNC Governance Standard 5
  
  

Review
This policy is reviewed at least every two years, or earlier in response to legislative change, complaints, or incidents.