> For the complete documentation index, see [llms.txt](https://jci-europe.gitbook.io/jci-europe-resources-hub/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://jci-europe.gitbook.io/jci-europe-resources-hub/for-members/jci-constitution-and-policy-manual/policy-manual.md).
# Policy Manual
CHAPTER I - NAME
**POLICY 1-1. NAME:**
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The name shall at all times be printed in the internationally recognized type style adopted by the organization in its corporate identity guidelines; and shall at all times be printed or used in blue (Pantone reference 2925), except that it may also appear in black in printed documents using only that color of ink.
CHAPTER II - DECLARATION OF PRINCIPLES, PURPOSES AND CREED
**POLICY 2-1. MANAGING FOR THE ACHIEVEMENT OF THE MISSION:**
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The guiding management principle of the organization shall be to manage for the achievement of the Mission, as stated in Article 2-1, which shall be the guiding principle in all decisions affecting the activities and services of the organization. To this end, JCI shall:
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**a.** Develop and advance the purpose of JCI.
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**b.** Coordinate the activities of its members to achieve this purpose.
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**c.** Promote the extension of membership to all young people.
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**d.** Promote the concept of universal interdependence.
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**e.** Promote the concept of the Universal Declaration of the Human Duties of Leaders
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**f.** Promote the JCI RISE initiative and the concept of the UN Sustainable Development Goals.
**POLICY 2-2. CODE OF CONDUCT:**
***SECTION 1. ETHICAL CONDUCT:***
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The officers, appointees and employees of this organization are expected to adhere to high standards of ethical conduct. Although it is impossible to describe all conduct that is addressed, this policy specifically requires the following:
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**a.** Dedication to JCI’s mission, vision and declaration of principles and recognition that the chief function of JCI at all times is to serve the best interests of our membership.
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**b.** The responsible and prudent management of JCI’s funds and assets.
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**c.** Honest and ethical conduct, including the ethical handling of actual or apparent conflicts of interest between personal and professional relationships.
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**d.** Full, fair, accurate and timely disclosure of relevant facts in all reports and documents dealing with matters of program service, governance and business administration.
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**e.** Compliance with all applicable governmental laws, rules and regulations.
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**f.** Treatment of all persons with respect, equity and fairness.
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**g.** Respect and protection of confidential and/or privileged information to which we have access to throughout the course of our duties.
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**h.** Prompt internal reporting of code violations to an appropriate person or persons within the organization.
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**i.** Personal accountability for adherence to this Code of Conduct.
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**j.** Adherence to the Universal Declaration of the Human Duties of Leaders
**POLICY 2-3. WORLD PEACE:**
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The organization shall engage in initiatives including efforts and activities to create greater engagement and awareness for peace. The initiatives shall be held at the international level. National and Local Organizations are encouraged to support these initiatives with similar efforts and activities.
CHAPTER III - NATIONAL ORGANIZATION MEMBERS
**POLICY 3-1. DEVELOPMENT:**
***SECTION 1. GOALS:*** The President shall recommend the organization's goals for the ensuing year.
***SECTION 2. COORDINATION:*** Extension efforts shall be coordinated by the World Headquarters within the policy framework established by General Assembly. Organized extension travel and mail efforts shall be carefully coordinated with the World Headquarters and approved by the President and any Executive Vice President concerned.
**POLICY 3-2. DEVELOPMENT OF POTENTIAL NATIONAL ORGANIZATIONS:**
***SECTION 1. METHOD:*** The steps in the process of development of potential National Organizations will be:
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**a.** Initial inquiries from any person or National Organization interested in the establishment of JCI in a new country will be forwarded to the Secretary General, who will handle such inquiries and forward relevant material.
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**b.** In those cases where the organization takes the initiative without initial inquiries having been made by any person or National Organization, the method to be used to develop the potential National Organizations shall be decided upon by the Secretary General in consultation with the President, and the development of the potential National Organization shall be pursued using the Officers and other resources.
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**c.** The Secretary General, in consultation with the appropriate Executive Vice President, will maintain and coordinate the various contacts established in a country for development purposes and encourage and assist them towards establishing JCI.
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**d.** The Secretary General, in consultation with the appropriate Executive Vice President, will continually review the level of contacts in various countries for development purposes. When a viable Local Organization has been established, or when it appears that there is sufficient interest in the establishment of JCI or that a visit may be useful, the Secretary General, in consultation with the President and on the recommendation of the appropriate Executive Vice President, shall prepare a plan for the development of a National Organization in that particular country. Such development plans shall include details of objectives, assignment of specific responsibilities, services to be given by elected Officers and the World Headquarters, deadlines, and may include the assignment of a Vice President.
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**e.** The Secretary General, in consultation with the appropriate Executive Vice President, shall recommend the type of status any National Organization shall apply for depending on its specific situation; however, the three levels of affiliation status should be applied as the normal progression process.
***SECTION 2. DEPENDENT TERRITORIES:*** In dependent territories, extension efforts shall be coordinated carefully with the President of the National Organization in the nation with which the territory is associated, in addition to the Vice President assigned to the territory.
***SECTION 3. LIMIT:*** The organization will direct its organizing efforts toward people who profess a belief in the principles and purposes of JCI.
**POLICY 3-3. DEVELOPMENT OF EXISTING NATIONAL ORGANIZATIONS:**
***SECTION 1. METHOD:*** This will be achieved through Vice Presidents who will promote development in their assigned National Organizations. The Executive Vice Presidents will encourage the Vice Presidents assigned to them to conduct appropriate seminars and give guidance on National Organization structure and encourage National Organizations to set up extension targets and work towards increasing the number of Local Organizations and Individual Members.
***SECTION 2. COOPERATION:*** All efforts on behalf of a National Organization to expand and strengthen the aims and purposes of the organization in a given country will proceed only with the cooperation of the existing National Organization. However, if the National Organization does not meet the criteria as prescribed by the Constitution, action may proceed without the cooperation of the National Organization if the Board of Directors decides that this initiative is necessary to fulfill the organization's aims and purposes. All Local Organizations formed in the geographic area of a National Organization shall be subject to the bylaws, policies and directives of that National Organization. Extension of new Local Organizations in a National Organization shall proceed only with the full approval of that National Organization.
**POLICY 3-4. PROCEDURES FOR POTENTIAL, PROVISIONAL AND FULL AFFILIATION:**
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The procedures for potential, provisional and full affiliation of new National Organizations shall be as follows:
***SECTION 1. PROCEDURES FOR INQUIRIES COMING FROM WITHIN THE ORGANIZATION:***
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**a.** The Secretary General shall transmit copies of the application form and supporting material received in accordance with Policies 3-5, 3-7 and 3-9, to the President, the Executive Vice President assigned to the respective Area of the applicant, the General Legal Counsel and the assigned Vice President and the President of the sponsor National Organization if applicable. These Officers may comment on the application to the Admissions Committee at Congress.
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**b.** The President shall appoint an Admissions Committee to deal with applications for provisional and full affiliation at Congress. The Admissions Committee shall comprise five (5) members, including the General Legal Counsel, who shall act as Chairperson. The appointments are subject to approval by the Board of Directors.
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**c.** Announcements of applications for affiliation will be made at the opening General Assembly.
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**d.** The Admissions Committee will meet at the discretion of the Chairperson prior to the closing of General Assembly.
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**e.** The Admissions Committee shall examine the qualifications of all applicants and certify its findings to General Assembly.
***SECTION 2: PROCEDURES FOR INQUIRIES COMING FROM EXISTING EXTERNAL NATIONAL ORGANIZATIONS:***
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**a.** Initial inquiries from any existing external National Organization interested in affiliation with JCI in a new country will be forwarded to the Secretary General, who will handle such inquiries and forward relevant material.
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**b.** The Board of Directors shall set general guidelines for the contact with any existing external National Organization prior to its application for potential affiliation.
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c. Specific guidelines for each contact shall be adopted by the Executive Committee at its first meeting following the initial inquiry by the prospective existing organization.
**POLICY 3-5. APPLICATION FOR POTENTIAL AFFILIATION:**
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Each application for an organization to be recognized as a potential National Organization of JCI must be accompanied by the following items:
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**a.** Name of applicant.
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**b.** Mailing and e-mail addresses, telephone and fax numbers to be used for communications.
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**c.** A copy of the constitution and other applicable laws of the applicant.
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**d.** Names, mailing and e-mailing addresses, telephone numbers, and professions and positions held by all of the Officers of the applicant.
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**e.** A report of past activities of the applicant, if any.\
**f.** A proposed plan of action for the coming year.
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**g.** Such additional information as the Secretary General shall require.
**POLICY 3-6. ENTITLEMENT OF SERVICES:**
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Potential National Organizations shall receive basic services from the World Headquarters as determined by the Secretary General or the President. Such services may include the visit of a staff person or any other representative of the organization.
**POLICY 3-7. APPLICATION FOR PROVISIONAL AFFILIATION:**
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Each application for provisional affiliation must be accompanied by the following items:
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**a.** Name of applicant.
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**b.** Mailing and e-mail addresses, telephone and fax numbers to be used for communications.
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**c.** A copy of the revised constitution and other applicable laws of the applicant.
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**d.** Names, mailing and e-mail addresses, telephone numbers and professions and positions held by all of the officers of the applicant.
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**e.** A report of past activities of the organization.
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**f.** A proposed plan of action for the coming year.
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**g.** A proposed budget for the coming year.
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**h.** Mailing and e-mail addresses of all Local Organizations associated with the organization.
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**i.** Evidence, or if required by the Secretary General, a written statement issued by a government indicating the government's attitude towards the establishment of JCI in the country.
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**j.** Such additional information as the Secretary General shall require.
**POLICY 3-8. ENTITLEMENT OF SERVICES:**
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Provisional National Organizations shall receive basic services from the World Headquarters as determined by the Secretary General.
**POLICY 3-9. APPLICATION FOR FULL AFFILIATION:**
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Applications for full affiliation shall be accompanied by details of all changes to the information supplied in the previous year to the Secretary General in accordance with Policy 3-7 or by confirmation that there are no changes.
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**a.** Name of applicant.
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**b.** Mailing and e-mail addresses, telephone and fax numbers to be used for communications.
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**c.** A copy of the revised constitution and other applicable laws of the applicant.
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**d.** Names, mailing and e-mail addresses, telephone numbers and professions and positions held by all of the officers of the applicant.
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**e.** A report of past activities of the organization.
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**f.** A proposed plan of action for the coming year.
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**h.** A proposed budget for the coming year.\
**i.** Mailing and e-mail addresses of all Local Organizations associated with the organization and their respective number of members.
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**j.** A three (3) to five (5) year long-range strategic plan of development.
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**k.** Evidence or, if required by the Secretary General, a written statement issued by a government indicating the government’s attitude towards the establishment of JCI in the country.
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**l.** Evidence or, if required by the Secretary General, a written statement issued by a government indicating that government's policies towards the remittance of dues and such other additional information as the Secretary General shall require.
**POLICY 3-10. NATIONAL ORGANIZATIONS NOT IN GOOD STANDING:**
***SECTION 1. NOTIFICATION:*** If a National Organization fails to meet the requirements of Bylaw 3-18, the Finance Director shall forthwith notify the National Organization in writing that it is not in good standing with the organization.
***SECTION 2. APPEAL:*** A National Organization which wishes to challenge any notification under Section 1 of this policy may present its case to the Finance Committee, whose decision shall be final. Until that decision is reached, the National Organization shall not, for purposes of the Constitution and Policy Manual, be regarded as in good standing.
**POLICY 3-11. GROUPS OF NATIONAL ORGANIZATIONS:**
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Any group, referred to in Bylaw 3-22, may, by letter addressed to the Secretary General, apply to JCI for formal recognition. Each application shall be accompanied by details of the following matters and such additional details as may be deemed appropriate by the Executive Committee.
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**a.** Name and mailing address.
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**b.** A statement of its purposes.
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**c.** A list of member National Organizations.
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**d.** Names and addresses of its Officers.
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**e.** Description of its current activities and plans for future work.
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**f.** Agreement to follow and uphold the JCI Constitution and Policy Manual and not to establish a separate Constitution or Policy Manual
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Each application shall be considered by the Executive Committee at its next meeting, and if approved, the group shall be formally recognized by JCI and permitted to use the name and official insignia of JCI.
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Every recognized group shall submit an annual report and an objective plan for the ensuing year to the Executive Committee. Should any recognized group fail to submit such annual report and objective plan, or violate the Constitution of JCI, or impinge on the freedom of any National Organization, the Executive Committee shall withdraw recognition of such group and forbid it to continue its activity using the JCI name or official insignia.
**POLICY 3-12. NATIONAL ORGANIZATION NAME:**
***SECTION 1. NAME:*** Names of National Organizations must be closely associated with the assigned nation, as defined in Article 3-1, Section 2.
***SECTION 2. PROCEDURE FOR REQUESTING A NAME CHANGE:*** Any potential, provisional, or fully affiliated National Organization wishing to change its name shall submit such request in writing to the Secretary General thirty (30) days prior to the Executive Committee meeting at which it is to be considered. Such requests must be certified by the National President and Secretary as being a National Organization resolution and be accompanied by the appropriate minutes of the National Organization general assembly meeting wherein the resolution was approved. Any such request must receive a four-fifths (4/5) majority vote of the Executive Committee for approval.
CHAPTER IV - AREAS
**POLICY 4-1. VICE PRESIDENTS:**
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At least three (3) Vice Presidents shall be assigned to each Area.
CHAPTER V - OTHER MEMBERS
**POLICY 5-1. LOCAL ORGANIZATION MEMBERS:**
***SECTION 1. LOCAL ORGANIZATION MEMBERSHIP:***
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**a.** The minimum membership required for the affiliation of a new Local Organization in a National Organization should be twenty-five (25) members.
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**b.** National Organizations should establish policies to require that a minimum membership of twenty-five (25) members in each Local Organization is maintained.
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**c.** In working toward full affiliation, a new Local Organization may be initiated with five (5) members.
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**d.** Local Organizations should establish a provisional membership period of a minimum of three (3) months to allow for orientation, activation and induction procedures.
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**e.** No National Organization may affiliate with its National Organization any type of a Local Organization outside its geographical boundaries without Executive Committee approval.
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**f.** Any National Organization not yet affiliated to JCI may endeavor to establish Local Organizations within its geographical boundaries.
***SECTION 2. SERVICE TO NEW LOCAL ORGANIZATIONS:*** In order to assist the development of new Local Organizations, the World Headquarters may provide free service, including publications, information, and guidance to new Local Organizations, prior to their affiliation to their National Organizations and to the organization, provided that this free service shall not be given for more than one year.
***SECTION 3. METROPOLITAN DEVELOPMENT:***
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**a.** Metropolitan Local Organizations are defined as those Local Organizations located in heavily populated areas, such as cities and large towns, with a population of 100,000 or more, with a common infrastructure.
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**b.** The organization, through staff and elected Officers, emphasizes Metropolitan Local Organization affairs and encourages exchanges of ideas and materials among Metropolitan Local Organizations.
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**c.** Where appropriate, a National Organization should form an organization of Metropolitan Local Organizations.
***SECTION 4. BUSINESS LOCAL ORGANIZATIONS:***
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**a.** Business Local Organizations shall be defined as Local Organizations which operate under the principles and philosophy of JCI with the partnership of a company or corporation, while fostering an enhanced program in business, business training, entrepreneurship and networking.
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**b.** Such Local Organizations shall maintain high standards of membership, advanced training and business-related programs of interest.
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**c.** Where appropriate, a National Organization shall form an association of Business Local Organizations.
***SECTION 5. UNIVERSITY LOCAL ORGANIZATIONS:***
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**a.** University or College Local Organizations shall be defined as Local Organizations that operate under the principles and philosophy of JCI on a college or university campus.
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**b.** Such Local Organizations shall admit members who are attending or working at the university or college in which they are located.
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**c.** Where appropriate, a National Organization shall form an association of university or college Local Organizations.
**POLICY 5-2. OATH OF AN INDIVIDUAL MEMBER:**
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The official oath of an Individual Member shall be as follows:
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\&#xNAN;*"I do solemnly swear (or affirm) that I shall faithfully serve as a member of JCI (LOCAL ORGANIZATION NAME), and will, to the best of my ability, serve as a living example of this organization’s philosophy and beliefs and will uphold and enforce the Constitution of this organization at all times."*
**POLICY 5-3. LIFE MEMBERS:**
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Life members of this Organization as defined in Bylaw 5-3 shall constitute the Consulting Office of the President.
***SECTION 1. CONSULTING OFFICE OF THE PRESIDENT:*** The organization shall leverage the experience, goodwill and network of JCI Presidents who faithfully fulfilled the duties of their office.
***SECTION 2. DUTIES:*** Consulting Office of the President shall exist to directly support the JCI President as follows:
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**a.** To represent the organization in external events as may be requested by the President;
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**b.** Support the development of partnerships and corporate sponsors.
***SECTION 3. BUDGET:*** Consulting Office of the President shall have budget consideration under the President’s expenses. This however will depend on the annual financial projection of the organization.
**POLICY 5-4. JCI AMBASSADORS**
***SECTION 1. JCI TEN OUTSTANDING YOUNG PERSONS OF THE WORLD HONOREES:*** JCI TOYP Honorees qualify to be appointed as JCI Ambassadors by the President in line with Bylaw 5-5. Sections 1 and 2.
***SECTION 2. BUDGET:*** Budget consideration for JCI Ambassadors to travel to select JCI Events shall be made under the President's expenses. This however will depend on the annual financial projection of the organization.
CHAPTER VI - GENERAL ASSEMBLY
**POLICY 6-1. DISTRIBUTION OF WORLD CONGRESS GENERAL ASSEMBLY MINUTES:**
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The JCI World Headquarters shall distribute the minutes of General Assembly by January 15.
CHAPTER VII - ANNUAL MEETING
**POLICY 7-1. THEME:**
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**a.** The theme of each congress shall deal with topical issues that are relevant to young people around the world.
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**b.** The Congress Organizing Committee shall submit a proposed theme or proposed themes to the Secretary General at least thirty (30) days prior to the Midyear Executive Committee meeting in the year prior to the congress. The Executive Committee shall approve the theme of the congress and the Secretary General shall advise the organizing committee of the theme approved within thirty (30) days of the meeting.
**POLICY 7-2. SCHEDULE:**
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The entire schedule of events of each Congress shall be controlled by the Executive Committee and shall include the following aspects with the objective of providing Individual Members with the maximum opportunities to obtain effective training, exchanges of experience, international involvement and inspiration to continue to serve the organization with enthusiasm:
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**a.** The corporate tagline shall be the focal point of Congress.
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**b.** Formal and informal meetings shall be provided. Individual delegates are to have the opportunity to discuss matters of interest to them, such as membership recruitment, leadership training, retention and other subjects of value to National Organizations and Local Organizations, and to take back from Congress information helpful to them.
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**c.** Delegate involvement in symposiums and seminars dealing with topics of current importance.
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**d.** Home hospitality, whenever this can be arranged.
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**e.** Opportunities, whenever this can be arranged, for delegates to mix freely with JCI Officers.
**POLICY 7-3. MEETINGS:**
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The following meetings will be conducted at each Congress:
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**a.** Meetings of General Assembly, the Executive Committee, the Board of Directors and standing committees, as required by the Constitution.
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**b.** General membership meetings of the organization's four Areas of Opportunity in a total number of meetings determined by subjects of interest in these areas, and special seminars and events concerning the organization's corporate slogan.
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**c.** Training sessions, seminars, workshops and discussion groups for Individual Members, which shall be specific in their objectives and offer multiple choice opportunities. The topics for all seminars shall be announced to National Organizations and Local Organizations at least sixty (60) days prior to the commencement of the Congress.
**POLICY 7-4. VOTING:**
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Each Chief Delegate is urged to join in caucuses where the National Organization's delegates may listen to candidates standing for office. Chief Delegates are encouraged to allow individual delegates a full opportunity to participate in deciding how the votes of that National Organization will be cast.
**POLICY 7-5. ELECTIONS COMMITTEE:**
***SECTION 1. COMPOSITION:*** By no later than the time of the Midyear Executive Committee meeting, the President shall appoint an Elections Committee, consisting of five (5) members, subject to the approval of the Executive Committee. The President shall appoint a Chairperson of the committee from its membership. Any individual appointed to the Elections Committee must be a current member of a National Organization in good standing, have attended at least one Congress, and served on a National Organization Board of Directors, or as a JCI Officer. Due consideration shall be given to all geographical Areas for representation by the members of the committee; however, individuals from National Organizations with candidates for the offices of JCI President and/or Executive Vice President shall not be eligible for appointment to the committee.
***SECTION 2. DUTIES:*** The duties of the Elections Committee shall be to:
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**a.** Formulate and publish rules, policies and regulations for the elections process, as well as enforce and interpret such rules, policies and regulations.
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**b.** Rigidly enforce all bylaws, policies and rules concerning the elections. Any appeals arising from such enforcement shall be reviewed by the Executive Committee, whose decisions shall be final.
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**c.** Review and certify the financial status and voting entitlement of each National Organization.
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**d.** Prepare ballots for conducting the elections, provide security and secrecy for such ballots, and administer a prompt and secure counting process. Where possible, technological advancements shall be utilized to provide prompt and efficient balloting and counting of the votes. The counting process, whether by scrutineers, auditors, or mechanical or electronic devices, shall be conducted within the General Assembly venue, in full view of Chief Delegates.
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**e.** Conduct and administer the elections, providing for security of the elections process, the General Assembly venue, and all balloting procedures. The rules contained in Robert’s Rules of Order Newly Revised shall be observed when applicable and consistent with these bylaws and policy.
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**f.** Deliver to the President and General Assembly the election count totals for all offices at the conclusion of the counting procedure.
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**g.** Destroy all election ballots as requested by General Assembly.
**POLICY 7-6. BIDDING FOR A WORLD CONGRESS:**
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**a.** The site of each Congress shall be determined at the Congress two (2) years prior to such Congress.
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**b.**
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***i.*** All bids for the hosting of a World Congress shall be lodged with the Secretary General in writing by the bidder on or before the 31st of March preceding the Congress at which the bid is to be considered.
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***ii.*** In the event no bids are received by the stipulated deadline, or if all those who notify an intention to bid withdraw without presenting a bid, the Secretary General may extend the deadline for the submission of bids up to thirty (30) days preceding the Congress at which the bid is to be considered.
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**c.** In the event of a bid which has been lodged on time under paragraph "b.i." being withdrawn by the bidder, its National Organization may substitute another of its Local Organizations, subject to the following conditions:
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***i.*** Such substitution must be made prior to the Midyear Executive Committee Meeting.
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***ii.*** A new site inspection must be conducted prior to the Midyear Executive Committee Meeting.
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***iii.*** Any additional cost incurred in such a site inspection must be met by the new bidder.\
**d.** Bidding Local Organizations shall provide such information, commitments and assurances as the Executive Committee shall require, and at such times as the Executive Committee shall require. Amendments to such requirements shall not apply until at least six (6) months after their adoption by the Executive Committee.
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**e.** There shall be a bid certification committee appointed by the President. The committee shall consist of the Secretary General, a designated staff member, General Legal Counsel, Treasurer and a National President from a previous host country. The bid certification committee shall report to the General Assembly thirty (30) days prior to the Congress where the bid is to be considered with details as provided in Bylaw 7-7 Section 2. The committee shall also present at Congress an executive summary of their report.
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**f.** Each bid shall be accompanied by an initial fee of twenty five thousand dollars (US$25,000) represented as follows:
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***i. Bid Site Inspection Fee:*** A Bid Site Inspection Fee in an amount to be established by the Secretary General, which shall be used by the Secretary General, or a Staff Officer designated by him, to visit and inspect the site proposed by the bidding Local Organization. The inspecting officer will then prepare a report for submission to the Executive Committee and to General Assembly at Congress regarding the adequacy, or otherwise, of the facilities and any other factors which he or she considers will have a bearing on the success of a Congress at the bidding site. The inspection will take place between the receipt of the bid and the following Midyear Executive Committee Meeting, and a copy of the inspecting officer's report will be made available to the bidding city concerned within fifteen (15) days of the inspection.
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With respect to bids submitted under the provision of Policy 7-6 (b-ii), a site inspection must be completed between the receipt of the bid and the pre-Congress Executive Committee meeting. In that case, a copy of the inspecting officer's report will be made available to the bidding Local Organization prior to said Executive Committee meeting.
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***ii. Bid Security Deposit:*** The remainder of the said sum of US$25,000 shall represent a Bid Security Deposit to secure the obligation of the bidding Local Organization for the full and faithful performance of all conditions of the contract. If the bidding Local Organization withdraws its bid or if the bid is not accepted by the organization, the bid security deposit will be returned to the bidding Local Organization forthwith.
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**g.** Should the bid be successful, an additional deposit of twenty five thousand dollars (US$25,000) in cash, check or money order payable to JCI and drawn on a United States bank or branch shall be paid by the Host City to the organization upon signing the Congress contract. These amounts are in addition to the Bid Security Deposit referred to in paragraph "f" above.
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**h.** The responsibility for all matters concerning the bid for the site of a World Congress and all expenses of promoting such bid is that of the bidding Local Organization, known as Host City. This responsibility will not be affected by the final outcome of the bid.
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**i.** Each bidding Local Organization shall be represented at the Board meeting which takes place immediately prior to the Congress at which the bid is made, and shall answer such questions as the Board shall ask of them.
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**j.** Only bids which shall be approved by the Executive Committee and certified by the bid certification committee as eligible for balloting at the final selection of the site shall be included in such ballots.
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**k.** Upon the organization's acceptance of a bid to host a Congress, the bid presentation and all supporting material shall be incorporated into and become part of the Congress contract.
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**l.** The Secretary General is empowered to act on behalf of the organization and is designated as the Officer with whom the Host City shall work out all details, mechanics and performance of the Congress contract.
**POLICY 7-7. PUBLICITY:**
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All releases to the press, with regard to business at a Congress, shall be approved by the President. No releases on business at the Congress shall be made until final action has been taken on that business.
**POLICY 7-8. PRESS CONFERENCE:**
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In an effort to achieve worldwide recognition, an international press conference shall be held in conjunction with the Congress, to include the President and the Executive Committee, as well as such other members of the organization as the President deems advisable.
**POLICY 7-9. REGISTRATION:**
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Congress registration shall be in US Dollars (USD).
CHAPTER VIII - OFFICERS
**POLICY 8-1. TRAVEL:**
***SECTION 1. CONSULTATION WITH NATIONAL ORGANIZATIONS:*** In travel on behalf of the organization, Officers shall always consult with the National Organization which they intend to visit in order to arrange a time for the visit which is agreeable to all concerned.
***SECTION 2. TRAVEL PRIORITIES:*** The newly elected Executive Committee is responsible to determine priority travel to all National Organizations, excluding the President’s travels. In establishing National Organization travelling priorities, every effort shall be made to ensure that in those National Organizations where travel has been determined a necessity, there is no duplication of visits by Executive Vice Presidents and their assigned Vice Presidents. It shall be encouraged that there be a follow-up visit by the Vice Presidents where necessary and practical.
**POLICY 8-2. STANDARD EVALUATION REPORTS:**
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Standard Evaluation Reports shall be prepared for all Officers (except the President and the Immediate Past President) and Executive Assistants. Such reports shall be completed by the officeholder's immediate superior twice a year; the first to be prepared for the midyear meeting of the Executive and the second to be prepared for World Congress and issued to the Nominations Committee. In all cases, a copy of the report will be supplied to the officeholder concerned.
**POLICY 8-3. RESTRICTION ON PROMOTIONAL AIDS FOR CANDIDATES FOR OFFICE:**
***SECTION 1. RESTRICTION:*** There may be only one (1) piece of promotional material in respect of each candidate, except in the case of candidates for the office of President, for whom there may be up to three (3) pieces. Promotional materials must meet JCI brand and style requirements as outlined in the JCI Corporate Identity Guidelines.
***SECTION 2. DEFINITION:*** A brochure, poster, matchbox, button or other printed, mimeographed or manufactured item in any way promoting a candidate, shall be regarded as promotional material for the purpose of this policy. A personal or official letter of an individual nature, directed by or on behalf of a candidate, with or without his or her knowledge and approval, to another National Organization Officer, will not be considered promotional material if it is of a sufficiently personalized nature and not distributed in quantity in identical form.
***SECTION 3. NATIONAL ORGANIZATION PROMOTION OF THE CANDIDATE:*** National Organizations promoting the candidature of two (2) or more nominees may produce one (1) piece of promotional material in respect of each one of them, or, alternatively, only one (1) single comprehensive piece of material promoting the candidature of all their candidates.
***SECTION 4. PROMOTIONS ONLINE:*** Nominees may begin online promotions only after the list of nominees has been sent to National Organizations by the Secretary General as per the provision of Bylaw 8-12 (Nominations) of the JCI Constitution.
***SECTION 5. CONTRAVENTION:*** Any action considered by the Nominations Committee to be a contravention of any of the above clauses, Sections 1, 2, 3 and 4 shall invalidate the candidate's nomination for the office in question.
**POLICY 8-4. ATTENDANCE AT EXECUTIVE COMMITTEE AND BOARD MEETINGS, PRE-CONGRESS CANDIDATES TRAINING AND WORLD CONGRESS:**
***SECTION 1. BRIEFING PRIOR TO CONGRESS:*** All candidates will receive a briefing as to their duties and responsibilities prior to the commencement of Congress.
***SECTION 2. CANDIDATES' ATTENDANCE AT PRE-CONGRESS MEETINGS AND CANDIDATES' TRAINING:*** Unless for valid reasons he or she is excused by the President, each candidate must attend the entire pre-Congress Board Meetings and the Candidates' Training, and, in addition, each candidate for an executive office must attend the entire pre-Congress Executive Committee Meetings. Failure to comply will invalidate the candidate's nomination for the office in question.
***SECTION 3. CONGRESS ATTENDANCE:*** Unless for valid reasons a candidate for JCI office is excused by the President, he or she shall be present the entire JCI World Congress at which he or she or she stands for election. Failure to do so shall invalidate the candidate’s nomination.
***SECTION 4. POST-CONGRESS ATTENDANCE:*** Unless excused by the President, every successful candidate for JCI office shall attend all required post-Congress meetings and training sessions, including the post-Congress Board and Joint Board Meetings. Candidates elected for JCI Executive office shall also attend post-Congress Executive Committee Meetings. The Nominations Committee shall notify General Assembly if a candidate will not be able to comply.
**POLICY 8-5. CEREMONY:**
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After the President has administered the Oath of Office to all Officers elected at the annual Congress, all Officers elected shall repeat the JCI Creed.
**POLICY 8-6. EXECUTIVE AND SPECIAL ASSISTANTS:**
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All Executive and Special Assistants shall be observers at General Assembly sessions and shall act as consultants to the Board of Directors upon request of the President.
**POLICY 8-7. BUDGET FOR JCI APPOINTEES AND REPRESENTATIVES:**
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JCI Appointees or any person(s) designated by the President to represent the Organization shall have a budget allocated at the discretion of the President.
**POLICY 8-8. RELATIONSHIPS WITH INTERNATIONAL ORGANIZATIONS:**
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To further its objectives, JCI, with the approval from Executive Committee, may establish formal or contact relationships with international organizations.
***SECTION 1. FORMAL RELATIONSHIP GUIDELINES:***
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**a.** A formal relationship with an international organization shall be based on a mutual cooperation agreement or declaration that defines the specific framework to collaborate in future activities and programs.
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**b.** The international organization’s programs shall fit into at least one of the Areas of Opportunity and help JCI meet the requirements of Chapter II of this Constitution.
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**c.** The international organization’s programs shall be of current interest to a worldwide or regional cross- section of members and not be already represented by another organization with which JCI has formal relations.
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**d.** JCI’s representation and JCI member involvement with the international organization must be sustainable for a minimum three (3) years.
***SECTION 2. CONTACT RELATIONSHIP GUIDELINES:***
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**a.** A contact relationship may be established with any international organization with which JCI wishes to maintain periodic contact. Such contact shall be maintained, when necessary, through the JCI World Headquarters.
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**b.** The international organization’s programs shall fit into at least one of the Areas of Opportunity and help JCI meet the requirements of Chapter II of this Constitution.
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**c.** The international organization’s programs shall be of current interest to a worldwide or regional cross- section of members and not be already represented by another organization with which JCI has contact relations.
***SECTION 3. ANNUAL REVIEW:*** The Executive Committee, at its pre-Congress meeting, shall review the cooperative activities of all organizations with which it maintains formal and contact relations, and shall make recommendations on continuation or termination of such relations to the Board of Directors.
**POLICY 8-9. SELECT COMMITTEES:**
***SECTION 1. PURPOSES:*** Select Committees, comprised of Individual Members of the organization, shall be formed from time to time for the purpose of examining, investigating and subsequently reporting upon specific aspects of the functions and activities of the organization.
***SECTION 2. APPOINTMENT:*** Select Committees shall be appointed by the President, who shall define their composition and terms of reference. All appointments shall first have the written endorsement of the Appointee's National Organization.
***SECTION 3. REPORTS:*** Each Select Committee shall be required to report from time to time, as duly notified to the Chairperson by the Secretary General, and until such time as the final report and recommendations have been submitted.
CHAPTER IX - PRESIDENT
**POLICY 9-1. CONTINUITY AND COORDINATION:**
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The President and President-elect shall meet at the site of the Congress immediately following the close of all scheduled meetings. The purpose of this meeting is an exchange of information to maintain continuity and coordination.
**POLICY 9-2. TRAVEL:**
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The President shall travel on behalf of the organization. This travel schedule shall include the following:
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**a.** A site visit to the World Congress host city before the Midyear Executive Committee Meeting and travel to and from the Congress at which he or she presides.
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**b.** A visit to the World Headquarters, as soon as practicable following election, but prior to December 31, in addition to a quarterly visit.
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**c.** Attendance at all meetings of the Executive Committee and Board of Directors.
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**d.** A visit to a minimum of one-quarter (1/4) of the National Organizations.
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**e.** Attendance at all JCI Conferences.
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**f.** Attendance at National Conventions and meetings when possible.
**POLICY 9-3. TRAVEL PLANS:**
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When planning the President's travel, the main objective shall be to market the organization and seek corporate partnerships.
**POLICY 9-4. TRAVEL PRIORITY:**
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The President shall endeavor to visit National Organizations that have not received a Presidential visit recently.
**POLICY 9-5. PRESIDENTIAL HANDOVER PROTOCOL:**
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The President shall establish in good order the timing and event at World Congress at which the swearing-in ceremony will take place, as well as the passing of the Presidential Chain of Office.
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The President has the right to wear the official chain of office at all Congress events, including the closing Presidential Banquet. He or she shall make arrangements for the President-elect to receive the chain of office as soon as possible to allow for photographs and other official purposes.
CHAPTER X - EXECUTIVE VICE PRESIDENTS
**POLICY 10-1. DUTIES:**
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Further to the provisions of Bylaw 10-1, an Executive Vice President shall supervise and assist the Vice Presidents assigned to him or her by:
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**a.** Approving their travel plans.
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**b.** Coordinating their travel with that of Staff Officers, as arranged by the Secretary General.
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**c.** Coordinating, motivating and directing their promotion of the organization's activities.
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**d.** Encouraging the adoption and implementation of the current Strategic Plan and annual Plan of Action in their National Organizations. They shall also follow up and report on progress of the Plan of Action implementation as may be assigned by the President.
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**e.** Coordinating National Organization-to-National Organization development programs, including the approval of National Organization-to-National Organization development teams, in their National Organizations.
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**f.** Planning for the continuous development of the organization within their National Organizations and recommending to the Secretary General future activities of Area Officers in these National Organizations.
**POLICY 10-2. TRAVEL:**
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Executive Vice Presidents shall travel as directed by the President subject to the provisions of the Constitution.
CHAPTER XI - VICE PRESIDENTS
**POLICY 11-1. DUTIES:**
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Further to the provisions of Bylaw 11-1, a Vice President shall:
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**a.** Communicate with, work with and visit the National Organizations assigned to him or her for the following purposes:
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***i.*** To promote the purposes of JCI.
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***ii.*** To promote balanced activity among their Local Organizations, including the current Strategic Plan, annual Plan of Action and all Areas of Opportunity.
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***iii.*** To guide, train and assist National Organization Officers to ensure the development of their National Organizations.
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***iv.*** To give training in Local Organization management and train members at Local Organization level to ensure management for the achievement of the mission of JCI.
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***v.*** To promote and give guidance in executing planned extension.
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***vi.*** To ensure effective communication among his or her assigned National Organizations, between his or her assigned National Organizations and other National Organizations in the Area, and between his or her assigned National Organizations and the organization.
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***vii.*** To promote the constant broadening of the base of membership in JCI.
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**b.** To collect and pass on program information to the World Headquarters.
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**c.** To comply with the minimum standards of performance as established by his or her Executive Vice President.
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**d.** To liaise, where appropriate, with Staff Officers in their development activities.
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**e.** To endeavor to ensure that the dues of the National Organizations assigned to him or her are paid. He or she must also, during the course of his or her visit to his or her assigned National Organizations, review the reported membership figures and inform the Secretary General and Treasurer.
**POLICY 11-2. TRAVEL:**
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Vice Presidents shall travel on behalf of the organization to their assigned National Organizations, Board meetings, Area Conference and World Congress, unless otherwise directed by their assigned Executive Vice President and President.
**POLICY 11-3. STANDARDS OF PERFORMANCE:**
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The minimum requirements for standards of performance for a Vice President are as follows:
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**a.** To submit all reports, as determined by his or her assigned Executive Vice President.
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**b.** To communicate with all assigned National Organizations by the 15th of January in his or her year of office.
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**c.** To visit at least fifty (50) percent of his or her assigned National Organizations before the end of May, unless his or her assigned Executive Vice President grants special exemption, but the Vice President is encouraged to visit his or her assigned National Organizations as early as possible, depending upon local circumstances.
**POLICY 11-4. ASSIGNMENTS FOR VICE PRESIDENTS:**
***SECTION 1.*** Prior to the incoming Board of Directors meeting, the President-elect and the Executive Vice Presidents-elect shall meet with the President and the Executive Vice Presidents and prepare a suggested plan for assignments and travel for the ensuing year.
***SECTION 2.*** In the interest of providing services to members, at the request of a National Organization, the
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President may authorize travel of a Vice President outside his or her assigned Area to that National Organization.
**POLICY 11-5. ASSIGNMENT CONSIDERATIONS:**
***SECTION 1. NATIONAL ORGANIZATION FACTORS:*** Assignments shall be as equitable as possible and shall take into consideration financial requirements and the following factors relating to the National Organizations:
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**a.** Area to be covered.
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**b.** Number of Local Organizations.
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**c.** Number of Individual Members.
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**d.** Political, religious and racial problems which may be involved.
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**e.** Organization structure of the National Organizations.
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**f.** Voluntary associations of National Organizations already in existence.
***SECTION 2. OTHER FACTORS:*** In making such assignments, the following matters shall be considered with other pertinent ones:
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**a.** Language ability of the Vice Presidents.
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**b.** Geographic location of the Vice Presidents.
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**c.** Other personal qualifications.
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**d.** Assignments shall include non-member countries where possible.
CHAPTER XII - TREASURER
**POLICY 12-1. VISIT TO JCI WORLD HEADQUARTERS:**
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No later than May 31, the Treasurer shall visit JCI World Headquarters for at least four (4) days with any of the Audit Committee Chairperson to verify all accounts in relation to the annual budget together with all supporting documents; this report should be submitted to the JCI Executive Committee. The expenses in connection with this visit shall be budgeted for in the annual budget.
CHAPTER XIII - LEGAL COUNSEL
CHAPTER XIV - BOARD OF DIRECTORS
**POLICY 14-1. TRAINING PROGRAM:**
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A training program for the purpose of training and preparing them for the offices they will hold in the following year shall be conducted for the newly elected Board of Directors, following the conclusion of Congress, but prior to the Incoming Board Meeting.
**POLICY 14-2. FORMAT OF JCI OFFICERS’ ORIENTATION:**
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The format of the JCI Officers’ Orientation shall include:
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**a.** Explanation and discussion of the office of Executive Vice President, including supervision of Vice Presidents, responsibilities of Conference Chairpersons and travel.
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**b.** Explanation and discussion of the office of Vice President, including service to National Organizations, travel and visitation requirements.
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**c.** Training seminars covering such topics as growth, the annual Plan of Action, World Headquarters services to Officers, communications, meetings, visitations, conference activity, the transition from National Organization Officer to JCI Vice President, motivation and individual overviews and experiences.
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**d.** Material evaluation questionnaires and analysis.
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**e.** Meetings of Executive Vice Presidents-elect with assigned Vice Presidents-elect to consider, among other matters, reports by Staff Officers on assigned National Organizations, and the drafting of objectives for their year of office.
**POLICY 14-3. HANDOVER OF FILES:**
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Following the election and appointment of Officers at Congress, all Officers shall meet with the newly elected and appointed Officers for handover of files and exchange of information.
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All outgoing Officers shall prepare written handover notes which shall include but not limited to: challenges, accomplishments, pending and ongoing matters and recommendations.
CHAPTER XV - EXECUTIVE COMMITTEE
**POLICY 15-1. MINUTE APPROVAL:**
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The Executive Committee and Board of Directors shall approve their respective minutes at a subsequent meeting, but recommendations from each of these bodies on matters only within the prerogative of General Assembly shall be submitted to that body for approval. These minutes shall be prepared to reflect two parts:
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**a.** Minutes of discussions and decisions on general items to be passed to General Assembly for their information only.
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**b.** Recommendations which must be finally approved by General Assembly.
CHAPTER XVI - SECRETARY GENERAL
**POLICY 16-1. SELECTION:**
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Vacancies in the office of Secretary General shall be filled by selection by a screening committee of five persons, including the incumbent President, the Secretary General, one of the two most recent Past Presidents and two individuals appointed by the President with the approval of the Board of Directors. Such selection shall be from applicants invited from the widest possible field and not necessarily by means of training another staff member for this position.
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Upon making the selection, the Screening Committee shall review and finalize the terms of the employment contract.
**POLICY 16-2. VACANCY:**
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In the event of a vacancy in the office of Secretary General, an Interim Secretary General may be appointed by the President until the vacancy in the office is filled.
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In the event that the Secretary General is temporarily unable to perform the duties of the office, the President may appoint an Acting Secretary General to perform the duties for the necessary time at the direction of the President. Such appointment is subject to approval of the Executive Committee.
CHAPTER XVII - PLANNING
**POLICY 17-1. STRATEGIC PLANNING COMMITTEE:**
***SECTION 1. MEMBERS:*** The Strategic Planning Committee shall consist of not more than thirteen (13) appointed members, including the incumbent President and the Secretary General at the time that it is appointed; except that the President and the Secretary General, in the year in which the Committee is to make its final report, shall, unless they are already members, become additional members of the Committee.
***SECTION 2. APPOINTMENT OF MEMBERS AND CHAIRPERSON:*** Members shall be appointed on the joint recommendation of the incumbent President, Immediate Past President and Secretary General, and shall be subject to ratification by the Board of Directors; the Chairperson shall be appointed by the incumbent President.
***SECTION 3. TERMS OF REFERENCE:*** At the time of appointment, the Board of Directors shall provide to the Strategic Planning Committee its terms of reference.
**POLICY 17-2. STRATEGIC PLANNING:**
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It shall be the responsibility of the Executive Committee to keep forward and long-range planning constantly under review. In order to discharge this responsibility, successive Executive Committees shall:
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**a.** Review the current JCI Strategic Plan at midyear and present a report to General Assembly at Congress that year for its approval, which shall include:
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***i.*** Such recommendations as are necessary to modify those aspects of the Strategic Plan as may need updating in the light of changing circumstances;
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***ii.*** Financial projections for one further year, with the intent that the JCI Strategic Financial Plan will always cover a three-year period.
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**b.** Give special attention in their deliberations to matters of medium- and long-term importance to the organization, and not be concerned only with decisions affecting only their particular year of office.
**POLICY 17-3. ANNUAL PLAN OF ACTION:**
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The annual JCI Plan of Action shall be prepared and approved in the following manner:
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**a.** It shall be prepared within the framework and in accordance with the provisions of the current JCI Strategic Plan.
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**b.** The President or his or her designee shall submit to the Executive Committee at midyear for its approval, a proposed Plan of Action for the following year, which shall include objectives, policies, activity plans, time schedules and budgetary provisions.
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**c.** The proposed Plan of Action approved by the Executive Committee shall be mailed no later than ninety (90) days prior to the opening of World Congress, to all members of General Assembly for their review and consideration, and it shall also be mailed to all candidates for JCI office.
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**d.** General Assembly at Congress shall approve the Plan of Action for the following year.
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**e.** The Board of Directors shall consider the approved Plan of Action at the January Board Meeting and shall establish the detailed assignment of responsibilities to individual Board members, detailed time schedules and deadlines, and travel plans, for the following year.
CHAPTER XVIII - PROGRAM ACTIVITIES
**POLICY 18-1. TERMS OF REFERENCE:**
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All Areas of Opportunities shall develop the managerial skill of the Individual Member by offering managerial training and actual experience as a leader at all levels of the organization. The terms of reference for the Areas of Opportunities shall support the current Strategic Plan and the annual Plan of Action as follows:
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**a.** Individual Opportunities: To provide the opportunity for the Individual Member to realize his or her personal potential through training programs.
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**b.** Community Opportunities: To develop the sensitivity of the Individual Member to societal problems, and knowledge of community dynamics in solving these problems, through actual experience.
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**c.** International Opportunities: To provide the opportunity for the Individual Member to contribute to the development of goodwill, understanding and cooperation among all peoples.
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**d.** Business Opportunities: To provide the opportunity for the Individual Member to contribute to the development and enhancement of the economic infrastructure, prosperity and well-being in all nations.
**POLICY 18-2. NAMES OF PROGRAMS:**
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The names of all JCI programs shall include the initials JCI (e.g. JCI TOYP).
**POLICY 18-3. PROGRAM ACTIVITIES MANAGEMENT:**
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Each Area of Opportunity shall be managed in a manner to ensure:
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**a.** Education of the Individual Member.
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**b.** Exchange, among members, of knowledge and experience.
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**c.** Pertinent records and efficient retrieval of information.
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**d.** Critical evaluation of achievements.
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**e.** Maintenance of staff liaison with organizations of interest.
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**f.** Comprehensive research and the widening of resources.
**POLICY 18-4. COMMITTEES:**
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The President may form and appoint committees for the execution of specific assignments.
**POLICY 18-5. JCI SKILLS DEVELOPMENT:**
**POLICY 18-5. JCI SKILLS DEVELOPMENT:**
***SECTION 1. OBJECTIVE:*** The purpose of JCI Skills Development shall be to promote skills development activities in the National and Local Organizations aligned with the annual JCI Plan of Action and provide support to the implementation of skills development at JCI Events. The Chairperson of the Skills Development Committee shall also make recommendations, with the support of JCI WHQ, to the JCI Executive Committee on the current training courses promoted by JCI and on new courses to be developed, based on the input from the Committee members and from the members of their respective Areas.
***SECTION 2. PROCEDURES:*** The procedures and criteria to conduct JCI Skills Development Courses, Facilitators Criteria, Chairing and Parliamentary Procedure Training, and JCI Trainers Certification Program will be described in the JCI Skills Development Policy Manual, annually reviewed and approved by the JCI Executive Committee.
**POLICY 18-6. AREA PROGRAMS:**
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Groups of National Organizations are encouraged to join together to conduct programs of special interest to their Areas. The organization will provide financial or other assistance to the Area programs at the direction of the Executive Committee.
**POLICY 18-7. NATIONAL ORGANIZATION OFFICERS FOR AREAS OF OPPORTUNITY:**
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Each National Organization is encouraged to designate an Executive Vice President to be responsible for either or all of:
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**a.** Supervising promotion and content of the four (4) Areas of Opportunity.
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**b.** Receiving materials from JCI and adapting them to the National Organization's needs.
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**c.** Communicating with JCI Officers assigned to the National Organization and reporting on promotion of the Areas of Opportunity.
**POLICY 18-8. PROMOTION OF AREAS OF OPPORTUNITY:**
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It shall be the responsibility of the Secretary General to coordinate the dissemination of information and promotional materials on all Areas of Opportunities within the limits of funds provided for that purpose. The Secretary General shall also initiate the production of new publications and materials in accordance with plans and budget approved.
**POLICY 18-9. PROGRAM ACTIVITIES EXCHANGE:**
***SECTION 1. PROGRAM INFORMATION CENTER:*** A comprehensive Program Information Center shall be maintained at the World Headquarters, consisting of program and project ideas collected from around the world. The contents thereof shall be advised annually to National Organizations and Local Organizations and detailed information will be made available to them upon request.
***SECTION 2. AT CONFERENCES AND CONGRESS:*** National Organizations and Local Organizations represented by them are encouraged to bring ideas, techniques and suggestions for improvements to Congress and conferences.
**POLICY 18-10. JCI-ENDORSED PROGRAMS:**
***SECTION 1. RECOGNITION:*** JCI CYE - Creative Young Entrepreneur, JCI TOYP - Ten Outstanding Young Persons, JCI Alumni Club and JCI Junior Club are considered Endorsed Programs and should be appointed under the provisions of Bylaw 18.2.
***SECTION 2. PROCEDURE:*** JCI-endorsed programs shall have guidelines and/or a toolkit provided by the assigned JCI World Headquarters department(s), subject to the approval of the JCI Executive Committee, to promote the programs to National Organizations.
***SECTION 3. NATIONAL ORGANIZATIONS SPONSORING JCI-ENDORSED PROGRAMS:*** Shall submit an annual report in writing to the Executive Committee and Board of Directors at their pre-Congress meetings as well as to General Assembly. This report shall include details of the projects and activities undertaken throughout the world during the preceding twelve months and those projects and activities planned for the next twelve months.
**POLICY 18-11. NATIONAL ORGANIZATION PROPOSALS FOR SPECIAL PROJECTS ORGANIZED BY JCI:**
***SECTION 1. APPROVAL:*** All National Organization proposals for special projects to be organized by JCI shall be submitted for approval by the Executive Committee no later than six months prior to the commencement of the project.
***SECTION 2. REQUIREMENTS:*** Project proposals submitted for consideration by the Executive Committee shall meet the following criteria:
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**a.** Project should further the Purpose (Mission) of JCI and promote the principles of JCI.
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**b.** Project should enhance member participation in at least one current program of JCI (e.g. JCI MET or JCI TOYP).
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**c.** Project should not be carried out at the same time as other JCI events (conferences or Congress) and not interfere with the normal functioning of JCI.
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**d.** Project should guarantee a favorable public image of JCI among the participating countries and JCI National Organizations.
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The proposal should also include the following:
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**a.** Detailed plan of action with implementation schedule
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**b.** Budget
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**c.** Manpower required by JCI
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**d.** Objectives and perceived benefit
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**e.** Confirmed dates
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**f.** Certification by the National President of full and committed funding
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**g.** Marketing plan to promote program
***SECTION 3. STEERING COMMITTEE:*** Upon approval of the project, a steering committee, comprised of representatives from the sponsoring National Organization and other members appointed by the JCI President, shall be established to manage the project's plan of action and budget. The steering committee should submit regular progress reports to the Executive Committee, as well as any revisions to the budget for approval.
***SECTION 4. FUNDING:*** Full funding of the project must be secured by the sponsoring National Organization no later than six months prior to the date of the project.
**POLICY 18-12. JCI DEVELOPMENT COUNCIL:**
***SECTION 1. OBJECTIVE:*** The objective of the JCI Development Council shall be to assist the development of National Organizations and their membership, in terms of quality and quantity.
***SECTION 2. CHAIRPERSON:*** The President shall appoint a JCI Development Council Chairperson who shall target, in consultation with the President and Executive Vice Presidents, countries where it is felt that intensive recruitment and retention efforts could yield significant increases in quality JCI members. The Chairperson shall implement and administer a strategic growth plan for the targeted nations, including funding support, incentive program orientation activities, retention efforts and overall tactics to increase the number and quality of JCI members. He or she shall serve for a period of one (1) year and shall report to the President.
***SECTION 3. DEVELOPMENT CHAIRPERSONS:*** The President shall appoint four (4) Area Development Chairpersons (one per Area), to serve on the JCI Development Council, to create and utilize effective recruitment and extension teams to assist National and Local Organizations in their development efforts. Area Development Chairpersons shall generate growth in the targeted nations, in terms of quantity and quality; encourage Local Organizations to reach a minimum membership of twenty-five (25); and extend the movement to new communities in existing National Organizations and in new nations. Area Development Chairpersons shall serve for a period of one (1) year, and shall report to the Chairperson of the JCI Development Council.
***SECTION 4. JCI DEVELOPMENT COUNCILORS:*** National Organizations, will elect Development Councilors for their respective Areas to help implement the growth and development strategy and to work in coordination with the Area Development Chairperson. Area Development Councilors shall serve for a period of one (1) year and shall report to the Area Development Chairperson.
***SECTION 5. ALLIED AREA GROUPS:*** Area associations, Area teams, Area Directors and sponsor National Organizations will be utilized to assist in the work of the JCI Development Council.
**POLICY 18-13. JCI OPERATION HOPE:**
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A permanent fund made up of donations from members and nonmembers shall be maintained to assist, through JCI members, the victims of natural or other disasters. The fund shall be administered by the Executive Committee.
**POLICY 18-14. JCI WEEK:**
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Annually, the week that includes December 11 shall be known as JCI Week. JCI World Headquarters shall coordinate activities to mark the week at the international level in consultation with the Executive Committee. National and Local Organizations shall also be encouraged to celebrate the week with different activities.
**POLICY 18-15. JCI MERCHANDISE:**
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The JCI World Headquarters may appoint an agent to sell and market only items approved by the JCI Board of Directors
CHAPTER XIX - CONFERENCES
**POLICY 19-1. BIDDING FOR A CONFERENCE:**
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**a.** Any Local Organization which wishes to bid to host a conference must submit three copies of a completed Standard Conference Contract, together with attachments containing such information, commitments and assurances as the Executive Committee shall prescribe, by mail to the Secretary General, to be received by December 1 of the year preceding the year when the Local Organization would be bidding.
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In the event no bids are received by the stipulated deadline or if all those who notify an intention to bid withdraw without presenting a bid, the Secretary General may extend the deadline for the submission of bids up to the opening of the conference at which the bid will be considered.
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**b.** Each bid shall be accompanied by US$5,000 in cash, or check, or money order payable to JCI and drawn on a United States bank or branch, to secure the obligation of the bidding Local Organization for the full and faithful performance of all conditions of the contract. If the bid is not accepted by the organization, this bid security deposit will be returned forthwith to the bidding Local Organization.
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**c.** The responsibility for all matters concerning the bid for the site of a conference, and all expenses of promoting such bid, is that of the bidding Local Organization, known as "the Host Local Organization." This responsibility will not be affected by the final outcome of the bid.
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**d.** There shall be a bid certification committee appointed by the President. The committee shall consist of the Secretary General, a designated staff member, General Legal Counsel, Treasurer and a National President from a previous host country. The bid certification committee shall assess compliance with Bylaw 19-11 Section 2 and shall report to the Conference Assembly thirty (30) days prior to the Conference where the bid is to be considered. The committee shall also present an executive summary of their report to the Conference Assembly during the Conference.
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**e.** Except where the deadline for the submission of bids has been extended in accordance with sub-section "a" of this policy, only bids approved by the Executive Committee and certified by the bid certification committee, shall be included in the balloting at a conference for the selection of the site of a future conference. Where the deadline for submission of bids has been extended, a bid which has not been certified as eligible before balloting, shall require to be so certified by the Secretary General prior to approval by the Executive Committee.
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**f.** Upon the organization's acceptance of a bid to host a conference, and upon approval of the conference by the Executive Committee, an additional five thousand dollars (US$5000) shall be paid by the host to the organization. The bid presentation and all supporting material shall be incorporated into and become part of the conference contract.
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**g.** The Secretary General is empowered to act on behalf of the organization, and is designated as the officer with whom the Host Local Organization shall work out all details, mechanics and performance of the conference contract.
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**h.** The bid security deposit will be refunded by the organization to the Host Local Organization immediately upon receipt of a report from the Conference Chairperson indicating the satisfactory conclusion of the conference, and upon receipt of the Report of Proceedings from the Conference Director.
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**i.** In the event that either:
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***i.*** the conference is cancelled by the Secretary General, and his or her action, after consideration of the reasons therefore, is endorsed by the Executive Committee; or
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***ii.*** the obligations of the Host Local Organization, as provided in the conference contract, are not fulfilled at least thirty (30) days prior to the commencement of the World Congress following the conference, the Host Local Organization will automatically forfeit the bid security deposit.
**POLICY 19-2. CONFERENCE DATES:**
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All Area Conferences shall commence prior to June 15 each year.
**POLICY 19-3. CONFERENCE THEME:**
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**a.** The theme of each conference shall deal with socio economic issues of the particular Area, and each conference shall have the goal of adopting declarations or resolutions aimed at resolving them.
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**b.** The Conference Organizing Committee shall submit a proposed theme or proposed themes to the Secretary General at least thirty (30) days prior to the January Executive Committee meeting in the year prior to the conference. The Executive Committee shall approve the theme of the conference and the Secretary General shall advise the organizing committee of the theme approved within thirty (30) days of the meeting.
**POLICY 19-4. SCHEDULE OF EVENTS AND AGENDAS:**
***SECTION 1. PROGRAM REQUIREMENTS:*** A minimum of two-thirds (2/3) of the time allotted to business meetings at a conference shall be devoted to JCI subjects. At least one half-day session shall be devoted to seminars, workshops, discussion groups or similar meetings on the corporate slogan, and sufficient time shall be devoted to the conference theme and the Area Program (if any).
***SECTION 2. SCHEDULE OF EVENTS:*** The Executive Committee shall be responsible for the approval of the conference schedule of events. The Secretary General, after consultation with the National Organizations assigned to the Area, shall establish a proposed schedule of events with the Conference Organizing Committee, which he or she shall submit to the Executive Committee for its approval at the midyear meeting in the year prior to the conference. The Secretary General shall forward the approved schedule of events to the Conference Organizing Committee within thirty (30) days of the meeting.
***SECTION 3. TOPICS AND AGENDAS:*** The Conference Chairperson shall be responsible for the approval of the topics and agendas for official JCI meetings, seminars and workshops. The Secretary General shall prepare draft topics and agendas and shall submit the same, together with recommendations as to Chairpersons and speakers, to the Conference Chairperson before the post-Congress Executive Committee meeting in the year prior to the conference. The Conference Chairperson shall discuss those proposals with the Conference Organizing Committee on his or her pre-conference inspection visit, and shall establish the approved topics and agendas prior to the conclusion of the January Executive Committee meeting, or ninety (90) days prior to the commencement of the conference, whichever is earlier. If the Chairperson shall fail to establish the approved topics and agendas by the deadline, then the draft topics and agendas submitted by the Secretary General shall become final and approved. The approved topics and agendas shall be sent to the Conference Organizing Committee by the Secretary General immediately after they are established, and, in no event, later than fifteen (15) days after the conclusion of the January Executive Committee Meeting.
***SECTION 4. SUBMISSION TO NATIONAL ORGANIZATIONS AND OFFICERS:*** The approved schedule of events and agendas for a conference shall be circulated by the Conference Organizing Committee, at least sixty (60) days prior to the opening of the conference, to all JCI Officers and to all National Organizations assigned to the Area in which the conference will be held.
**POLICY 19-5. CHAIRPERSONS OF JCI MEETINGS, SEMINARS AND WORKSHOPS:**
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The names of such Chairpersons and speakers shall be forwarded to the Conference Organizing Committee by the Conference Chairperson or the Secretary General, no later than thirty (30) days before the opening of the conference.
**POLICY 19-6. SIMULTANEOUS INTERPRETATION:**
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Professional simultaneous interpretation services shall be provided by the organizing committee at all conferences where needed.
**POLICY 19-7. SERVICES TO CONFERENCES:**
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Conferences shall receive the following services from the organization:
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**a.** Coordination of the timing and site of conferences.
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**b.** Publicity through publications of the organization.
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**c.** Supervision and guidance from the Conference Chairperson.
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**d.** Arrangements for specialized speakers for JCI seminars and workshops.
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**e.** Supply by the JCI World Headquarters of materials, including two JCI flags.
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**f.** Provision of two sets of JCI mailing labels of the National Organizations within the Area in which the conference will be held, for distribution of conference information and promotional mailings. At the discretion of the Secretary General, address mailing labels of Senators in the said National Organizations may also be provided.
**POLICY 19-8. CONFERENCE RESOLUTIONS:**
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The Conference Chairperson shall, within twenty-eight (28) days of the conclusion of a JCI Conference, submit details in writing to the Secretary General of all resolutions passed; copies of such resolutions shall be forwarded by the Secretary General to all members of the Board of Directors.
**POLICY 19-9. MULTINATIONAL MEETINGS:**
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In addition to the annual Congress and the conferences, the organization encourages the holding of meetings among National Organizations and/or potential National Organizations in order to develop a spirit of international cooperation, outlook and understanding. Such meetings will afford the opportunity for exchange of ideas by young people of different races, creeds and beliefs.
**POLICY 19-10. PARTICIPATION AT AREA CONFERENCES:**
***SECTION 1. HOSTING A CONFERENCE OUTSIDE THE AREA:*** Any Local Organization that successfully bids to host a Conference outside the Area to which it is assigned as per Articles 4-1 and 4-2 shall host the Conference as if it were a Local Organization in the Area where it is geographically located.
***SECTION 2. AWARD ENTRIES.*** Local Organizations that, because of their geographical remoteness to their National Organization, submit an entry for an award at the geographical Area where they are located shall be precluded from submitting the same entry at the conference of the Area to which they are assigned.
**POLICY 19-11 REGISTRATION:**
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Area Conference registration shall be in US Dollars (USD).
CHAPTER XX - SENATORS
**POLICY 20-1. SENATORSHIPS:**
***SECTION 1. PROSPECTIVE SENATORS:*** A Senatorship is awarded to honor current or past Individual Members who have rendered outstanding service to JCI. In this context, the awarding of a Senatorship shall be available not only to current or past Officers, but also to outstanding members who, because of personal or business circumstances beyond their control, were unable to serve as Officers of their Local Organization or National Organization.
***SECTION 2. STATUS OF SENATORS:*** The organization encourages each Local Organization and National Organization to include a self-operative provision in its constitution that, upon the awarding of a Senatorship to any member, past or current, said member shall also be a life member of his or her Local Organization and National Organization. The question of whether Senators shall be liable for the payment of Local Organization and National Organization dues is a matter wholly for local and/or national policy legislation.
***SECTION 3. PRESENTATION OF SENATORSHIPS:*** The organization urges each Local Organization and National Organization to conduct the presentation of Senatorships with appropriate dignity, preferably at a formal presentation ceremony.
**POLICY 20-2. SENATE GROUPS:**
***SECTION 1. GOVERNING BOARDS:*** JCI organizations will have governing power over their respective Senate Associations. The governing JCI Board will be the National Organization Board of Directors for national Senate organizations, the State/Regional board of directors for state/regional Senate Associations and the Local Organization board of directors for local Senate organizations.
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There shall not be more than one Senate Association within a Local, state/regional and National Organization. Where such a Senate Association is approved by the governing board, it is recommended that the Senate Association be presided over by the Immediate Past President of the Local, state/regional or National Organization where such an Immediate Past President is a Senator.
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All Senate organizations must seek approval from their governing JCI Board for any programs, contracts, and/or projects that they wish to enter into or conduct, and any such Senate programs, contracts and/or projects must not in any way conflict with or be contrary to the programs, contracts and/or projects of their governing JCI Boards.
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All budgets of Senate organizations must be approved annually by their governing JCI organization. National Organizations shall include in their constitutions a provision indicating that Senate groups are subject to the bylaws, policies and regulations of the National Organization.
***SECTION 2. JCI SENATE AREA ASSOCIATIONS:*** Senate Associations shall be created with the boundaries of the existing geographic Areas as stipulated in Article 4 – 1 of the JCI Constitution (Africa and the Middle East, Asia and the Pacific, The Americas, and Europe). The JCI Board of Directors shall be the governing body of the Senate Area Associations. There shall not be more than one Senate Association within a specific Area.
***SECTION 3. SENATE GROUP REPORTING:*** International and national Senate groups shall submit to the Senate Chairperson of the organization at Congress a report of their activities for the year. Each report shall be accompanied by details of the following matters and such additional details as may be deemed appropriate by the Executive Committee:\
**a.** Name and mailing address
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**b.** A statement of its purposes
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**c.** Names and addresses of its Officers
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**d.** Description of its current activities and future plans, including:
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***i.*** Description of activities for the current year, including the activities of state Senate groups, when applicable
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***ii.*** Schedule of meetings for the coming year
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***iii.*** Description of planned activities for the coming year
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Failure of any Senate group to submit such annual report and plan, or any attempt to violate the Constitution of JCI, or impinge on the freedom of any National Organization, shall be interpreted as failure to comply, under the provisions of Bylaw 20-6, Section 5.
***SECTION 4. SENATORS FORUM AT JCI WORLD CONGRESS:*** Pursuant to Bylaw 20-6, section 2, the four JCI Senate Area Associations shall meet jointly at World Congress, together called the Senate Joint Boards. The Immediate Past President of the organization shall be the Chair of the Senate Joint Boards. The Secretary for the meeting shall be elected by the Senate Joint Board members in attendance.
CHAPTER XXI - DUES
**POLICY 21-1. DUES:**
***SECTION 1. NATIONAL ORGANIZATIONS:*** National Organizations shall pay annual dues to the organization in the amount of thirteen dollars (US $13) per individual member registered with the Finance Director pursuant to Bylaw 21-2.
***SECTION 2. FULLY AFFILIATED NATIONAL ORGANIZATIONS:*** Fully affiliated National Organizations are required to pay annual dues of one thousand five hundred dollars (US $1500), or the amount stated in Section 1 of this Policy, whichever is greater.
***SECTION 3. GENERAL ASSEMBLY REVIEW:*** At the January Board Meeting, the Finance Director will present budget projections for the upcoming five (5) years. Based on these projections, each odd-numbered year, the Finance Committee will send by August 1st a recommendation to the General Assembly for a review of dues set forth in Sections 1 and 2 of this policy to come into force in the year following the ensuing year.
**POLICY 21-2. LOCAL ORGANIZATION MEMBERSHIP DECLARATIONS:**
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National Organizations are recommended to establish a central collection system for dues from their Local Organizations, with membership declarations from their Local Organizations required on a quarterly basis, and a complete list of names and addresses of their members should be established and maintained so that the correct number of members in their Local Organizations can be verified.
**POLICY 21-3. MEMBERSHIP REGISTRATION DETAILS:**
***SECTION 1. ANNUAL REGISTRATION:*** The details to be supplied by a National Organization when registering its membership thirty (30) days before Congress each year shall include:
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**a.** The total number of individual members registered with the National Organization during the previous twelve (12) months.
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**b.** The name and current mailing address of each of its Local Organizations.
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**c.** The number of individual members in each Local Organization.
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**d.** Explanation of any reduction of five percent (5%) or more in total membership of the National Organization from the previous year.
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**e.** A copy of its financial statements in one of the correspondence languages of the organization, for the financial period ended during the previous twelve (12) months. The financial statements shall be sent to the Finance Director within ten (10) months of the end of the financial period. The Executive Committee may require that a National Organization’s financial statements be certified by a public accountant to be resubmitted to the Finance Director within sixty (60) days after the National Organization is notified of the Executive Committee’s decision to require such certification.
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**f.** A copy of the current National Organization constitution in one of the correspondence languages of the organization. Any amendments to it since the last membership registration must be filed within ninety (90) days after they have been adopted. The Secretary General shall review these and, where deemed appropriate, shall request the General Legal Counsel to advise the National Organization, should there be conflict with the organization's constitution.
***SECTION 2. ADDITIONAL REGISTRATION:*** Details to be supplied by a National Organization when registering additional members after their annual registration outlined in Section 1 shall include:
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**a.** The total number of additional individual members registered with the National Organization after the registration made thirty (30) days before Congress; or
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**b.** The affiliation of a Local Organization, by registering its name, mailing address and number of individual members; or
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**c.** Increases in the number of individual members of a Local Organization.
***SECTION 3. OTHER CHANGES DURING THE YEAR:*** National Organizations shall notify the Finance Director immediately of other changes in their current membership registration, as a result of:
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**a.** The disaffiliation of a Local Organization, by giving its name; or
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**b.** Significant decreases in the number of individual members of a Local Organization. Notification of these changes will not result in any change to the amount of dues invoiced on the basis of the current registration, but will, of course, be taken into account in computing the following year's dues if they are reflected in the registration made thirty (30) days before the following Congress.
***SECTION 4. FURTHER REQUIREMENTS:*** Each National Organization shall furnish the following details of its individual members:
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**a.** Name
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**b.** Mailing address
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**c.** Date of birth
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**d.** Occupation
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**e.** Date of joining JCI
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**f.** Senate number (if any)
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**g.** E-mail address
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**h.** Mobile number
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**i.** Gender
**POLICY 21-4. ACCEPTABLE FORMS OF DUES PAYMENT:**
***SECTION 1. FORMS OF PAYMENT:*** Remittance of dues by a National Organization to JCI will be accepted through the following methods of payment:
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**a.** U.S. dollars cash
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**c.** U.S. dollars bank draft or check drawn on a U.S. bank d. U.S. dollars wire transfer
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**e.** Hard currency approved credit card (if this method is used, the credit card fees will be added to the entire transaction)
***SECTION 2. BANK DRAFTS:*** Bank drafts in any currency other than U.S. dollars are not acceptable unless readily convertible to U.S. dollars, and express written approval for this particular transaction has been given by the Finance Director. A written estimate of any fees or expenses caused by this transaction will then be made by the JCI World Headquarters to the National Organization (Bylaw 21-2, Section 4).
CHAPTER XXII - FINANCES
**POLICY 22-1. GENERAL BUDGETARY POLICY:**
***SECTION 1. BUDGET:***
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**a. Preparation:** Each year, no later than 30 days prior to the Midyear Executive Meeting, a Draft Operating Budget for the ensuing fiscal year shall be prepared by the Finance Director in consultation with the Treasurer for presentation, in accordance with Bylaw 22-5, to the Finance Committee and the Audit Committee at its midyear meeting.
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**b. Capital Expenditure Budget:** Each year, on or before June 1, a Draft Capital Expenditure Budget for the ensuing fiscal year for replacement or acquisition of assets shall be prepared by the Finance Director in consultation with the Treasurer for presentation, in accordance with Bylaw 22-5, to the Finance Committee and the Audit Committee at its midyear meeting.
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**c. Capital Expenditure Budget Limit:** The Capital Expenditure Budget shall be prepared, taking into account the working capital and cashflow requirements of the organization, such that the operating cash reserves at the end of any fiscal year should not fall below the equivalent of an average of two (2) months' accounts payable as determined from the Operating Budget for the ensuing year.
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**d. Cashflow Projections:** Based on the Operating and Capital Expenditure Budgets referred to in (a) and (b) of this policy, the Finance Director in consultation with the Treasurer shall prepare cashflow projections of receipts, payments and bank account balances on a monthly basis. These projections are to be presented to the Board of Directors at its January meeting and shall be subject to review in June each year as part of the general budget review provided for in Policy 22-2.
***SECTION 2. CONTINGENCIES ACCOUNT:*** General Assembly shall include in the budget a sum not exceeding two (2) percent of dues income under the heading of Contingencies Account. The Finance Committee or the President is empowered to expend all or part of the amount allocated to cover unexpected events that were not reflected on the budget of the current year. No more than one-third (1/3) of the Contingencies Account shall be spent under any one budgeted heading. The Contingencies Account shall not be an accumulative account; if at the end of the calendar year the sum on the contingencies account is unused, it shall be considered as surplus of the Organization and be put into the savings.
***SECTION 3. LONG TERM INVESTMENT:*** An amount up to 25% of dues income may be set aside in the budget as reserve for long-term investment. The expenditure of this sum for whatever reason shall be approved by the Executive Committee.
**POLICY 22-2. REVISION OF BUDGET:**
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In January and June of each fiscal year, the Treasurer shall recommend to the Finance Committee revisions to the budget based on any unusual or unexpected changes in income or expense. The Finance Committee shall submit such budget revisions to the Board of Directors for approval at its January meeting or by mail ballot. The General Assembly shall be notified of any revisions to the budget within fourteen (14) days of the approval of such revision by the Board of Directors.
**POLICY 22-3. INCOME BUDGET:**
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Dues income will be estimated as accurately as possible for budget purposes on the basis of membership registrations submitted by National Organizations to the Finance Director. National Organizations which have a substantial amount of unpaid dues at a Congress shall not be considered when establishing the dues base for the following year.
**POLICY 22-4. MONTHLY FINANCIAL STATEMENTS:**
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The Finance Director shall prepare monthly financial statements that provide an overview of the expenses of the preceding month, the beginning of the year to the end of the preceding month, and a comparison to the previous year according to a predefined and approved template that shall be recommended by the audit committee, and provide these to the Finance Committee no later than the last working day of the current month.
**POLICY 22-5. ACCOUNTING POLICIES:**
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The accounts of the organization shall be prepared in accordance with the generally accepted accounting principles as established by the American Institute of Certified Public Accountants (AICPA) and the Financial Accounting Standards Board (FASB) Committee.
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JCI World Headquarters shall publish the current year's annual budget versus the financial statement of the preceding year to all National Organizations not later than May 31.
**POLICY 22-6. FINANCE COMMITTEE MEETING:**
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During the Finance Committee Meeting held at the annual Congress, any member of the Finance Committee who is a candidate for office shall be allowed to leave the meeting for the purpose of appearing before a caucus meeting. Finance Committee meetings at Congress shall be held at times to be decided upon by the Executive Committee.
**POLICY 22-7. OFFICER EXPENSES:**
***SECTION 1. PRESIDENT:*** The budget shall provide for the travel, administrative, and other business-related expenses of the President, to enable the effective fulfillment of his or her duties. The budget shall also provide, within the President's expenses, for the travel and sundry travel-related expenses of the President's spouse, to a maximum of two (2) National Conventions, a maximum of two (2) Area Conferences and World Congress; and for the economy-class travel of the President’s children to World Congress.
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No other person's expenses shall be covered by the President's budget, and in no case shall reimbursement for expenses exceed the total amount budgeted for the President's expenses.
***SECTION 2. PROCEDURE:*** Claims for reimbursement within the budgeted amount of expenses incurred must be submitted to the JCI World Headquarters within 30 (thirty) days of incurring the expense. A copy shall be forwarded to the appropriate Executive Vice President when applicable. Claims submitted late shall not be reimbursed except with the specific consent of the President, and only in extraordinary circumstances. No reimbursement for expenses shall be made for claims submitted later than January 31 following the fiscal year to which they relate.
***SECTION 3. ADVANCES:*** The President may authorize advances against travel and administration budgets of Officers and appointed officials at his or her discretion.
***SECTION 4. AUTHORIZED TRAVEL EXPENSES:*** Authorized travel expenses are the actual cost to the Officers of transportation, travel insurance, actual cost of hotel and meals, laundry and valet, passport and consular fees, excess luggage and similar expenses connected directly with official travel on behalf of the organization.
***SECTION 5 LIMITS:*** Travel of a Vice President beyond his or her assignments is not an authorized expense unless, in the opinion of the President, upon recommendation of the Executive Vice President to whom the Vice President is assigned, special circumstances justify the use of funds for this purpose.
***SECTION 6. AUTHORIZED ADMINISTRATIVE EXPENSES:*** Authorized administrative expenses include stenography, stationery, postage, telephone, telefax, telex, cable, insignia of office, publicity, photographs and news releases, and similar expenses of the Officer's administrative responsibilities.
***SECTION 7. MAXIMUM:*** The maximum expense allotment available to Officers as established by the budget shall cover all expenses and services of such Officers during their actual term of office, and in no case shall reimbursement for such expenses and services exceed the budgeted amount.
***SECTION 8. PERSONAL EXPENSES:*** Personal expenses paid on behalf of any Officer by the organization shall be repaid to the organization within thirty (30) days of such payment or of billing, whichever comes first.
***SECTION 9. CREDIT FOR DUES:*** Dues shall not be credited against an Officer's account except in extenuating circumstances, and with the specific authority of the President. No such approval shall be granted unless due cause is shown, together with an actual statement of the expenses involved. Such statement shall equal or exceed the outstanding dues of the National Organization from which the Officer comes and shall be accompanied by a written request made both by the National Organization and the Officer concerned. If the President is satisfied that reasonable cause has been shown and all other conditions of this paragraph met, the Finance Director shall take such steps as shall be necessary to implement such a credit.
***SECTION 10. REQUIRED REPORT:*** A written report shall be submitted by each Officer pertaining to the action for which he or she is requesting reimbursement before the expenses thereof shall be paid to him. All reports and claims for expenses shall be submitted immediately after the expense is incurred in order that the finances of the corporation may be in proper order at all times. In order that complete travel and extension plans may be prepared at Congress, no Vice President shall be paid expenses for any travel prior to Congress for which a report and claim have not been presented prior to Congress.
***SECTION 11. TRANSFERS:*** With the consent of the Officer concerned, the President, upon recommendation of the appropriate Executive Vice President, may transfer budget allocation from one Officer to others for worthwhile purposes.
***SECTION 12. CONGRESS TRAVEL:*** Funds are provided for members of the Board of Directors to attend the annual Congress, so that the benefit of their year's experience may be available to the organization. To be so entitled, each such Officer shall be present for all meetings of General Assembly, the Board of Directors and any appropriate meeting and shall submit to the Secretary General the required handover files. Any Officer accepting such funds in advance, and not complying with this policy, shall not receive further funds due to him or her until he or she shall reimburse the organization for the advance. No reimbursement shall be made to any Officer not complying with this policy unless illness or other valid reasons, as determined by the President, shall have prevented such compliance.
***SECTION 13. CONDITIONS:*** No advance shall be given to a Vice President for Congress travel unless prior to such advance he or she shall have visited every National Organization assigned to him or her for travel prior to his or her trip to Congress and submitted the required report. No payment for Congress travel shall be made until such conditions are met.
***SECTION 14. EXCEPTION:*** The Executive Committee, by a two-thirds (2/3) vote of those present and voting, may grant an exception to Section 13 of this Policy, provided it shall first find that there was good cause for such exception.
**POLICY 22-8. DEVELOPMENT GRANTS:**
***SECTION 1.*** National Organizations and Area Associations may request financial assistance in the form of development grants for specific projects contributing to growth and development, leadership development, development of National Secretariats, training and Local Organization or National Organization extension.
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Such requests may be considered for approval by the JCI Executive Committee, provided the application has been made to the JCI Secretary General at least thirty (30) days prior to the meeting at which the application is to be considered. Seven (7) days prior to the Executive Committee meeting, the JCI Secretary General shall provide the Executive Committee with the total amount of funds available for disbursement as grants. In all cases, grant applications for sponsorship/support of National Presidents or (Area Development Council) meetings of the four Areas and the development of National Secretariats shall be given priority by the Executive Committee.
***SECTION 2.*** Applications must be made in advance of the commencement of the project concerned and shall contain sufficient information to enable the Executive Committee to properly consider it, to include such items as:
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**a.** Detailed plan of action.
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**b.** Proposed detailed budget, which must include a National Organization contribution to the project greater than or equal to thirty (30) percent of the grant request.
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**c.** Travel itinerary, where applicable.
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**d.** Names of persons involved.
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**e.** Proposed dates of the project.
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**f.** Objectives and perceived benefits.
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**g.** Where appropriate, evidence to support the request.
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**h.** All requests must be signed by the President and/or Secretary General of the applying National Organization or Association.
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At the discretion of the JCI Executive Committee, an advanced payment of thirty-three percent (33%) of the approved grant may be paid at the commencement of the project on the recommendation of the relevant Area Director and Executive Vice President.
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National Organizations which fail to honor their commitment in terms of submitting written reports and certified financial statements, or fail to return the grant advance, will be considered delinquent in their financial obligations to the organization.
***SECTION 3.*** Before payment of the grant is approved by the Executive Committee, a written report must be submitted, giving full details of results and achievements of the project concerned, including financial statements certified by the National President and Treasurer or the association Chairperson and Treasurer of the recipient organization substantiating the amount of the grant being claimed. National Organization development grants shall be reviewed by the Executive Committee at their January and midyear meetings to consider achievements and membership growth, to determine further development action and grants.
***SECTION 4.*** Claims for payment of the grant must be made within twelve (12) months of the date it was approved by the Executive Committee; otherwise, the grant will be forfeited.
***SECTION 5.*** Any development funds, which remain unallocated at the end of any fiscal year, will automatically be carried forward to the ensuing fiscal year’s development fund. This shall also apply to undisbursed grants, which are forfeited in terms of Section 4 of this Policy.
***SECTION 6.*** General Assembly may include in the budget, under a separate line item, Special Development Fund, an amount not to exceed US$15,000, which the Secretary General may use to respond to urgent or specific requests to assist developing National Organizations. Grants allocated from this line item shall be up to US$1,000, on a one-time basis per developing National Organization per year, and the Secretary General shall report any such allocations to the President and to the next regular meeting of the JCI Executive Committee. For purposes of this section, developing National Organizations shall be defined as National Organizations in existence for less than five (5) years, or with fewer than 1,000 members, and criteria for requests for allocations from this fund will be growth opportunities, National Organization emergencies, or other urgent situations which require prompt assistance.
***SECTION 7.*** All interest earned from the Jaycees International Foundation investments, after deduction of operations expenses for the Foundation, shall be budgeted each year for the Development Fund and the Special Development Fund.
***SECTION 8.*** All parties who wish to apply for a development grant for a specific program shall follow the above-noted guidelines and submit an application to the Secretary General at least thirty (30) days prior to the JCI Executive Committee meeting at which the application is to be considered. Approval of grants shall be subject to availability of JCI’s resources.
**POLICY 22-9. EMERGENCY TRAVEL FUND:**
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General Assembly may include in the budget, under Officer Travel Expenses – Emergency Travel Fund, an amount not to exceed US$5,000.
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The Emergency Travel Fund shall be used for the purpose of paying for unusual or unexpected officer travel in the interests of the organization, and disbursements from the funds shall be made on the approval of the President.
**POLICY 22-10. FINANCIAL POLICY:**
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**a.** Service to members should be covered by membership dues or subscriptions.
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**b.** Programs should be financed as in "a." above or by special sponsorships.
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**c.** The budget of the organization shall take into account sponsorship money which is firmly committed, but not any conditional or anticipated sponsorships.
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**d.** The organization shall budget each year to provide, out of its dues income or other internal income, all services and publications of a continuing nature, without taking into account sponsorship potential.
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**e.** Development should be financed by Senate funds and/or dues income and/or sponsorships.
**POLICY 22-11. INVENTORIES:**
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All the property of this corporation shall be held in the name of the organization. The Secretary General shall be the accountable Officer and shall be responsible for all property held in such name. He or she shall maintain a perpetual inventory of all property including furnishings, office equipment and gifts presented to the World Headquarters. Upon assuming office, a new Secretary General shall immediately become accountable for the organization's property and shall sign a written inventory of properties received, a copy of which shall be furnished to the President, the Treasurer and the General Legal Counsel.
**POLICY 22-12. ACCOUNTS:**
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All funds of this corporation shall be deposited in bank accounts in the U.S.A. (except as may be arranged in accordance with Policy 22-12 below), subject to appropriate measures being taken to ensure the safety of the accounts.
**POLICY 22-13. INTERNATIONAL ACCOUNTS:**
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Upon the recommendation of the Treasurer, and with the prior approval of the President, bank accounts may be established outside the United States of America, provided that such accounts are found by the Officers to be necessary in order to receive funds which cannot be transferred to a United States account or for the temporary operation of programs or meetings of the organization. The management of, and signing for, international accounts shall be as for accounts maintained in the U.S.A. Bank statements, duplicate deposit slips and other records of transactions in the international accounts shall be forwarded directly to the Secretary General. The Secretary General shall retain custody of the checkbooks on all such accounts, and the Treasurer shall be kept informed as to the state of the international accounts. Funds in such accounts shall be repatriated to the United States of America as soon as permitted, or as soon after the conclusion of a program or meeting as the Secretary General deems appropriate.
**POLICY 22-14. INVESTMENT OF FUNDS:**
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Surplus funds of the organization may be invested by the Finance Director in accordance with guidelines which are established from time to time by the Executive Committee.
**POLICY 22-15. SUPPLIES:**
***SECTION 1. INVENTORY AND SALE OF MEMBERSHIP SUPPLIES TO NATIONAL ORGANIZATIONS:*** The Secretary General shall maintain an inventory of jewelry and membership supplies, based on officially approved designs, as a membership service. The Secretary General shall maintain records of jewelry and supplies purchases and shall submit to the Executive Committee, at its midyear meeting, a complete inventory of jewelry and supplies held.
***SECTION 2. PROMOTION:*** The promotion of any designated item of jewelry or supplies shall be handled exclusively by the organization, and any new items proposed shall be referred to the Secretary General for consideration.
***SECTION 3. SALE OF ITEMS BEARING NAME, LOGO OR CREED:*** The sale or resale of any item of supply, which might bear the name or names, logo or Creed of the organization, shall first be approved by the Secretary General, who shall, with the approval of the President, be empowered to place any restriction on the sale or distribution thereof.
***SECTION 4. ORDERS TO BE ACCOMPANIED BY CASH, MONEY ORDER OR CHECK:*** All orders for supplies or jewelry must be accompanied by cash, money order or check. Orders from within the United States may be accepted on "cash on delivery" through the United States Post Office.
***SECTION 5. SUPPLIES AND JEWELRY SOLD AT CONGRESSES AND CONFERENCES:*** Only the jewelry and supplies provided by the supplies department of the organization shall be sold at the annual World Congress and conferences.
***SECTION 6. SUPPLIES AND JEWELRY FROM OTHER SOURCES:*** Jewelry and supplies from sources other than the supplies department of the organization may be sold at a World Congress or a conference, subject to the approval of the Secretary General.
**POLICY 22-16. DISBURSEMENTS:**
***SECTION 1. AUTHORIZATION:*** All disbursements shall be made by check, in the manner authorized by the Finance Director.
***SECTION 2. PRIORITIES:*** The Finance Director in making disbursements of the organization's funds, will be guided by the policy that, wherever possible, funds in international bank accounts shall be used to liquidate indebtedness to officers or any other creditors of the organization.
***SECTION 3. SUBSTANTIAL THIRD PARTY CONTRACT:*** The Secretary General is authorized to sign substantial third-party contracts, with maximum aggregate sum not exceeding U.S. $10000 for same vendor or for same purpose with the approval of the JCI President. JCI Executive Committee must be informed by the Secretary General about the signed third-party contracts in the following Executive Committee Meeting.
**POLICY 22-17. BANK SIGNATORIES:**
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All disbursements from the organization's bank accounts or certificates of deposit shall require at least two (2) authorized signatures. The authorized persons shall be the President, Treasurer, Secretary General, Staff Officer responsible for finance and any one of two other Staff Officers designated by the Secretary General. Normally the Secretary General and the Staff Officer responsible for finance shall sign all checks and withdrawals. The limit of withdrawal authorization shall be as contained in the internal control policies and procedures manual of the World Headuqrters.
**POLICY 22-18. BOND:**
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The President, Treasurer, Secretary General and all paid employees shall be covered by a blanket fidelity bond, taken out in the name of the organization, in the amount of one hundred thousand dollars (US$100,000).
**POLICY 22-19. INSURANCE:**
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The organization shall provide or reimburse the cost of life and medical insurance coverage for all Officers and Staff Officers during their term of office on terms as set out hereunder:
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**a.** The beneficiary of the life insurance policy shall be the organization, except that any claim proceeds paid to the organization shall not be retained by the organization for its own purpose, but shall be disposed of in such a manner as the Executive Committee shall determine.
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**b.** Life insurance coverage, incorporating indemnity for accidental death (subject to insurability), shall be provided as follows:
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US$ 500,000 ............................... President
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US$ 100,000 ............................... Board members
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A minimum of eighty percent (80%) of these amounts shall go directly to the family of the deceased as per a consent form to be signed by each Officer at the World Congress where elected. Based on any expenses that JCI may incur, the other twenty percent (20%) may be retained by JCI or also forwarded to the family at the discretion of the Executive Committee.
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**c.** Travel insurance: The cost incurred by Officers for comprehensive travel insurance, covering such expenses as emergency medical treatment, emergency evacuation, repatriation of mortal remains and baggage insurance, shall be treated as authorized expenses for reimbursement and shall be required coverage to be in place for the travel of all Officers, while traveling on approved official JCI business. Officers must submit evidence of having obtained such travel insurance along with their travel quotations and annual budget request. Where an Officer cannot obtain such coverage locally, it shall be obtained by JCI and charged to his or her budget.
**POLICY 22-20. DONATIONS:**
***SECTION 1. SOLICITED DONATIONS:***
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**a.** The Secretary General shall be responsible for cultivating current sponsor relationships and soliciting new sponsor funds through a definite plan of:
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***i.*** Reviewing international corporate prospects and foundations, etc.
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***ii.*** Researching their self-interests and background.
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***iii.*** Maintaining adequate records regarding National Organizations that currently and in the past had corporate or special financial arrangements.
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***iv.*** Preparing a presentation and request for sponsor funds to conduct said activity and the actual presentation.
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**b.** The authority to accept sponsorship funds shall lie with the Secretary General, as the authorized representative of the organization, after consultation with the National President of the country from which the sponsorship is derived, except that he or she must obtain the approval of the Executive Committee (by mail ballot if necessary) before concluding any sponsorship agreement.
***SECTION 2. UNSOLICITED DONATIONS:*** The Secretary General, in his or her discretion, may accept unsolicited donations of money and/or materials if he or she deems the donor reputable, provided that, if such donation is restricted in its use, it shall be for an expense item in the annual budget. The Secretary General shall report each such donation to the Finance Committee.
**POLICY 22-21. SALARIES:**
***SECTION 1. SALARY RANGES:*** The Board of Directors shall from time to time establish salary ranges for all employees of this corporation.
***SECTION 2. SECRETARY GENERAL:*** The President shall have the authority to set the salary of the Secretary General within the salary range, subject to the limits of the budget.
***SECTION 3. EMPLOYEES:*** The Secretary General shall have the authority to set the salaries of all other employees within the salary ranges, subject to the limits of the budget.
***SECTION 4. SALARY RANGES REVIEW COMMITTEE:*** A Salary Ranges Review Committee shall be established each year by the President, and this committee shall be comprised of the President, Immediate Past President, Secretary General and Treasurer, together with others whom the President may deem necessary. This committee shall meet at least once every year.
**POLICY 22-22. ACTIVITY EXPENSES:**
***SECTION 1. LIMITS:*** Expenses incurred in the promotion and conduct of program activities within the current Strategic Plan and annual Plan of Action, and the organization's contribution to Area programs approved by conferences and to National Organizations' authorized translations of the organization's publications, shall be limited to amounts set by General Assembly in the annual budget.
***SECTION 2. FUNDRAISING:*** In the case of fundraising campaigns, campaign expenses in amounts determined by the Board of Directors may be deducted from funds collected in the campaign during the current administrative year.
**POLICY 22-23. SENATE FUNDS:**
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The net income from Senate fees, after deducting operating expenses of the Senate department, shall be used for development.
**POLICY 22-24. AUDIT COMMITTEE:**
***SECTION 1. MEMBERSHIP:*** The Board of Directors shall appoint an Audit Committee, which shall consist of the Treasurer, ex officio, along with four other members with no executive responsibility for the management of the organization. The Chairperson of the Committee shall be determined by the President from one of the four members. A quorum shall be three members. Members eligible for appointment must be either past or serving elected JCI Officers. At least two members, excluding the Treasurer, shall have a background in finance, accounting or auditing. The Committee may, if it considers it necessary or desirable, co-opt members with a particular expertise.
***SECTION 2. AUTHORITY:*** The Committee is authorized by the Board of Directors to:
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**a.** Investigate any activity within its terms of reference. It is authorized to seek any information it requires from any employee, and all employees are directed to cooperate with any request made by the Committee.
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**b.** Obtain independent professional advice and secure the attendance of nonmembers with relevant experience and expertise if it considers this necessary.
***SECTION 3. PROCEEDINGS:*** The Committee shall normally meet twice per year, at the Midyear Executive Meeting and at World Congress. The Secretary General shall attend the Audit Committee meetings, together with other staff invited to attend. The external auditor shall normally attend the meetings where an external audit report or related issue is being considered.
***SECTION 4: DUTIES:***
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**a. Internal Control:**
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***i.*** Reviewing and advising the Board of Directors on the auditor’s assessment of the effectiveness of the organization's financial and other internal control systems, including controls specifically to prevent or detect fraud or other irregularities as well as those for securing economy, efficiency and effectiveness.
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***ii.*** Reviewing and advising the Board of Directors on its compliance with corporate governance requirements and good practice guidance.
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***iii.*** Responding appropriately to notification of fraud or other improprieties received from the internal auditor.
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**b. Audit:**
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***i.*** Advising the Board of Directors on the selection, appointment, annual reappointment and remuneration, or removal, of the external auditors and the scope of their work.
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***ii.*** Considering the organization’s annual financial statements and the auditor’s report prior to submission to the Board of Directors by the Finance Committee. The Committee shall consider the audit opinion, the Statement of Members’ Responsibilities and any relevant issue raised in the auditor’s management letter.
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***iii.*** Reviewing the auditor’s annual Management Letter and monitoring management action on the implementation of the agreed recommendations contained therein.
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***iv.*** Responding appropriately to notification of fraud or other improprieties received from the auditor.
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***v.*** Advising the Board of Directors of salient issues arising from the external auditor’s management letter and any other audit reports, and of management’s response thereto.
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***vi.*** Reviewing the statement of corporate governance.
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***vii.*** Establishing appropriate performance measures and indicators to monitor the effectiveness of the audit provision.
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***viii.*** Reviewing the audit strategy and plan.
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***ix.*** Holding discussions with the auditors and ensuring their attendance at Audit Committee and Board of Directors meetings as required.
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***x.*** Considering the objectives and scope of any non-statutory audit work undertaken or to be undertaken, by the auditor’s firm and advising the Board of Directors of any potential conflict of interest.
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**c. Value for Money:**
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***i.*** Establishing and overseeing a review process for evaluating the effectiveness of the organization’s arrangements for securing the economical, efficient and effective management of the organization’s resources and the promotion of best practice and protocols, and reporting to the Board of Directors thereon.
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***ii.*** Advising the Board of Directors on potential topics for inclusion in a program of value for money reviews and providing a view on the party most appropriate to undertake individual assignments considering the required expertise and experience.
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**d. Budget Review:**
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***i.*** Review the annual budget for the forthcoming year comprising detailed income and expenditure, balance sheet and cash-flow statements as prepared by the Chief Financial Officer and ensure that it is soundly prepared and that it meets the strategic objectives of the organization.\
***ii.*** Report to the Board of Directors on the budget for the forthcoming year and whether it meets the Board's published objectives.
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***iii.*** Ensure that a five- (5) year long-range financial plan is prepared and kept up-to-date in line with the strategic objectives of the organization, and report to the Board of Directors as to the long-term soundness of the organization and its ability to meet its service commitments and its liabilities.
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***iv.*** Review the detailed management accounts on a quarterly basis and ensure that the financial results are in line with the established budget, and report to the Finance Committee and the Board of Directors on any matters that it feels should be brought to their attention.
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**e. Advice to the Board of Directors:**
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***i.*** Reviewing the organization’s compliance with the generally accepted good Audit Practice and advising the Board of Directors on this.
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***ii.*** Producing an annual report for the Board of Directors.
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***iii.*** Reviewing reported cases of impropriety to establish whether they have been appropriately handled.
**POLICY 22-25. INTERNAL FINANCIAL CONTROL POLICY:**
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The internal financial control policy of the organization shall be updated yearly and circulated to the Finance Committee.
CHAPTER XXIII - ADMINISTRATION
**POLICY 23-1. CORRESPONDENCE:**
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Since correspondence is the lifeblood of an international organization, it shall be the policy of the organization for all Officers, officials and committees to furnish information copies of their correspondence to all interested persons.
**POLICY 23-2. AWARDS OWNERSHIP:**
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Perpetual trophies and plaques, presented to the organization for competition, shall remain the property of the organization and shall be permanently retained at the World Headquarters. Award donors must furnish and carry to Congress replicas of the original awards to be presented to annual winners at Congress.
**POLICY 23-3. DATE AND LEGAL AUTHORITY:**
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All manuals or handbooks containing rules of procedure of the organization shall indicate the date of printing and the authority of the rules or the procedure.
**POLICY 23-4. NATIONAL ORGANIZATION USE OF JCI PUBLISHED MATERIAL:**
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National Organizations and Local Organizations reproducing any text from publications, JCI News or other documentation from the organization shall clearly attribute the same to JCI on such reproduction however made. No National Organization or Local Organization may offer any JCI publication for sale without the expressed written permission of the Secretary General.
**POLICY 23-5. WORLD HEADQUARTERS SERVICES:**
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The World Headquarters shall provide the following services:
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**a.** Publications, manuals and handbooks of general interest and application in such languages as General Assembly may direct, and special publications, manuals and handbooks as the Secretary General may determine within budgetary limits set by General Assembly.
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**b.** Directory of Officers and committees, and of National Organizations and their Officers.
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**c.** Officially approved JCI and Senate merchandise.
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**d.** A library, to be known as the JCI Library and Database, which shall contain a record, suitably indexed, of such material and activities, projects and films relating to the organization, as the Secretary General may direct.
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**e.** Officer support, including full translation facilities in the correspondence languages, where officers correspond with assigned National Organizations with primary languages different from their own.
**POLICY 23-6. SERVICES TO NATIONAL ORGANIZATIONS:**
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The Secretary General shall, after consultation with the President, have discretion to adjust JCI World Headquarters services to individual National Organizations, with a view to best meeting their needs.
**POLICY 23-7. INFORMATION TECHNOLOGY COMMITTEE:**
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The President shall appoint an Information Technology Committee to work to keep JCI abreast with the latest technological developments. This committee shall comprise the Secretary General and five (5) members and nonmembers. At least three (3) of them shall have information technology backgrounds. The appointments are subject to approval by the Executive Committee.
**POLICY 23-8. CODE OF CONDUCT:**
***SECTION 1. CONFLICT OF INTEREST:*** JCI expects its officers, appointees and its employees to avoid actual or potential conflicts of interest. An actual or potential conflict of interest occurs when an officer, appointee or employee is in a position to influence a decision that may result in direct or indirect personal gain for the officers, appointees, employee or a relative whether or not they exercise their influence.
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**a.** All officers, appointees and employees, especially those with influence on transactions involving leases, purchases, contracts, partnerships or other business transactions must immediately and fully disclose any actual or potential conflict of interest to the Secretary General. If the conflict of interest involves the Secretary General, the President will be notified.
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**b.** Furthermore, any officer, appointee or employee is expected to abstain from the decision making process when a conflict of interest exists. When a conflict of interest exists, the officer or appointee should state the reason for the abstention which shall be noted in the minutes of the meeting.
***SECTION 2. NO RETALIATION:*** It is the intent of JCI to adhere to all laws and regulations that apply to the organization. Any officer, appointee or employee is protected from retaliation when bringing forth alleged unlawful activity, policy or practice to the Secretary General providing them with an opportunity to investigate and correct the alleged unlawful activity. If an officer, appointee or employee believes a policy, practice or activity of JCI is in violation of law, a written complaint may be filed by any member or employee with the Secretary General. In the event the situation involves the Secretary General, the written complaint shall be filed with the President.
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**a.** Any officer, appointee or employee who complies with this requirement is offered protection from retaliation as defined in this policy. JCI will not retaliate against an officer, appointee or an employee who in good faith has made a protest or raised a complaint against JCI or any individual or entity which JCI has had a business relationship when the practice violates law or a clear mandate of public policy.
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**b.** JCI will not retaliate against any officer, appointee or employee who discloses or threatens to disclose any activity, policy or practice of JCI that individual reasonably believes is a violation of law, rule or mandated regulation or is a violation of public policy concerning health, safety, welfare or protection of the environment.
**POLICY 23-9. CONFIDENTIALITY:**
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Officers, appointees and employees of JCI may have access to information that is confidential. This information includes, but is not limited to, membership information, JCI business, financials, contracts, partnerships, trade secrets, compensation data, employee personnel data, computer programs (code and passwords), marketing strategies and business development strategies. Some confidential information may be protected by law and must be treated with the utmost confidentiality. Officers, appointees or employees with access to this information may not disclose or make accessible confidential information obtained through their affiliation with JCI other than those with a legitimate need for such information and to whom the Secretary General has authorized disclosure.
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This policy is not to prevent disclosure where disclosure is required by law. In addition, this policy is not intended to prohibit JCI, at the Secretary General’s discretion, from making any and all business records and documents open as possible to Individual Members.
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At the termination of service or employment, confidential JCI information may not be taken or retained. All confidential information shall be destroyed and the obligation to maintain the confidentiality of the information obtained through involvement in JCI remains.
CHAPTER XXIV - LANGUAGES
**POLICY 24-1. LANGUAGES:**
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JCI World Headquarters shall provide multi-language services in at least the four corresponding languages for such documents and tools to include but not limited to: JCI website, Plan of Action, Strategic Plan, Constitution and Policy Manual, Newsletters, press releases and other official publications.
CHAPTER XXV - CORPORATE IDENTITY
**POLICY 25-1. CORPORATE IDENTITY GUIDELINES:**
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Corporate Identity Guidelines shall be set forth to maintain the professionalism and consistent usage of the JCI logo by all National Organizational Members, Local Organizational Members and Individual Members whose affiliation is duly recorded and whose membership is in good standing, as well as by all international groups that have been formally recognized under the provisions of Policy 3-11.
**POLICY 25-2. CORPORATE SLOGAN:**
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JCI's corporate slogan shall be “Be BetterTM."
**POLICY 25-3. CORPORATE TAGLINE:**
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JCI’s corporate tagline shall be “Developing Leaders for a Changing World.”
CHAPTER XXVI - RULES OF PROCEDURE
CHAPTER XXVII - AMENDMENTS
**POLICY 27-1. CONSTITUTIONAL AMENDMENTS REVIEW COMMITTEE:**
***SECTION 1. COMPOSITION:*** The President, Immediate Past President, General Legal Counsel, Resident Legal Counsel, Secretary General and one past or current JCI Officer appointed by the President shall constitute the standing Constitutional Amendments Review Committee, to be chaired by the General Legal Counsel. If necessary, at Congress, the President may appoint additional members to replace those who may be absent.
***SECTION 2. DUTIES:*** The Constitutional Amendments Review Committee shall consider all resolutions adopted by the Executive Committee at midyear, and, for their implementation, where necessary, shall prepare amendments to the articles, bylaws and policies. The Committee shall also review all proposed constitutional amendments, after they have been considered by the Executive Committee at midyear, and whenever it may be required to do so by the President and may recommend changes to them or necessary consequential amendments. The Committee shall endeavor to ensure that all constitutional amendments contain clear, simple and uniform language, and readily translatable terminology.
CHAPTER XXVIII - POLICY MANUAL