GUIDELINES FOR SELECTING AN AD-HOC INVESTIGATION COMMITTEE
1. Formation of Ad-Hoc Committee:
- The President or President-Elect should appoint the Ad-Hoc Committee to investigate the alleged violation of the code of conduct.
- The committee should be composed of 3-4 members who have no direct involvement in the incident being investigated.
- Members should possess relevant expertise and experience in handling sensitive matters and conducting unbiased investigations.
2. Confidentiality Agreement:
- All members of the Ad-Hoc Committee must sign a strict investigation confidentiality agreement.
- This agreement ensures that all information, discussions, and findings related to the investigation remain confidential and are not disclosed to anyone outside the committee or those directly involved in the investigation.
3. Investigations Appeals Process:
- The Board should establish a clear and transparent appeals process for individuals involved in the investigation if they disagree with the findings or outcome.
- The appeals process should be handled by an independent party or a separate committee to maintain objectivity and fairness.
- Specific guidelines and timeframes for submitting appeals should be clearly communicated to all parties.
4. Investigation Timeline:
- The Ad-Hoc Committee must conduct a thorough investigation and conclude within 30 days from the initiation of the investigation.
- If the investigation requires more time due to complexity or other unforeseen circumstances, the Board should be notified with a valid reason for the extension.
5. Impartiality and Conflict of Interest:
- Members of the Ad-Hoc Committee must disclose any potential conflicts of interest related to the parties involved or the issue at hand before accepting their roles.
- The Board should carefully assess these disclosures to ensure the utmost impartiality in the investigation process.
6. Investigative Procedures:
- The Ad-Hoc Committee should establish a well-defined plan outlining the scope and methodology of the investigation.
- The committee must conduct interviews, gather evidence, and evaluate information objectively to arrive at fair and unbiased conclusions.
- Weekly progress updates should be provided to the Board to ensure transparency and maintain oversight.
7. Confidential Reporting Mechanism:
- Establish a confidential reporting mechanism for individuals to report any information or evidence related to the violation, ensuring anonymity and protection from retaliation.
8. Final Report and Recommendations:
- Upon completion of the investigation, the Ad-Hoc Committee should submit a comprehensive final report to the Board.
- The report should include a detailed summary of the investigation, findings, and recommendations for appropriate actions or sanctions, if necessary.
9. Implementation of Recommendations:
- The Board should promptly review the final report and take necessary actions based on the committee's recommendations.
- If sanctions or disciplinary measures are warranted, the Board should apply them consistently and in accordance with the organization's policies.
10. Communicating Outcomes:
- The Board should communicate the investigation's outcome to relevant parties in a confidential and sensitive manner.
- Respect the privacy of all individuals involved, ensuring that no sensitive information is disclosed publicly.