Jamia tul Mastwaar
Policy Owner: Jamia tul Mastwaar
Policy Type: Code of Conduct & Ethical Standards
Effective Date: 10 September, 2025
Review Date: 20 September, 2026
Approved By: Managing Director
Version: 1.0
1. Introduction
Jamia tul Mastwaar is committed to maintaining an environment based on integrity, respect, responsibility, compassion, transparency and ethical conduct.
This Code of Conduct establishes the standards of behaviour expected from everyone associated with Jamia tul Mastwaar, including management, employees, teachers, volunteers, representatives, contractors and other individuals acting on behalf of the organization.
Everyone associated with Jamia tul Mastwaar is expected to conduct themselves in a manner that protects the dignity and safety of others and maintains public trust in the organization.
2. Purpose
The purpose of this Code of Conduct is to:
- Establish clear standards of professional and ethical behaviour.
- Promote honesty, integrity and accountability.
- Protect the dignity, safety and rights of children and other vulnerable persons.
- Encourage respectful and inclusive behaviour.
- Prevent abuse, harassment, discrimination, exploitation and misconduct.
- Protect the reputation and resources of Jamia tul Mastwaar.
- Establish appropriate standards for handling organizational information and resources.
- Provide guidance for addressing breaches of expected conduct.
3. Scope
This Code applies to:
- Members of management and governing bodies.
- Employees.
- Teachers and instructors.
- Volunteers.
- Interns and trainees.
- Consultants and contractors.
- Fundraising representatives.
- Drivers and support staff.
- Event organizers.
- Visitors and other representatives where applicable.
The Code applies to conduct:
- At Jamia tul Mastwaar premises.
- During educational or religious activities.
- During meetings and events.
- During travel or activities organized by the organization.
- While representing Jamia tul Mastwaar publicly.
- In digital and online communications.
- On social media when acting in an organizational capacity.
4. Core Values
Everyone associated with Jamia tul Mastwaar is expected to uphold the following values.
4.1 Integrity
We act honestly, responsibly and ethically and do not knowingly mislead others.
4.2 Respect
We treat every person with dignity, courtesy and fairness.
4.3 Accountability
We accept responsibility for our actions and decisions and use organizational resources responsibly.
4.4 Compassion
We demonstrate kindness, patience and understanding toward children, beneficiaries, colleagues, donors and members of the community.
4.5 Transparency
We communicate honestly and maintain accurate records in organizational activities.
4.6 Safeguarding
We prioritize the safety and well-being of children and vulnerable individuals.
4.7 Professionalism
We maintain appropriate behaviour and professional boundaries while carrying out our responsibilities.
5. General Standards of Conduct
All individuals covered by this Code are expected to:
- Act honestly and responsibly.
- Follow applicable laws and organizational policies.
- Treat others with dignity and respect.
- Perform their responsibilities with reasonable care and diligence.
- Maintain appropriate professional boundaries.
- Protect confidential information.
- Use organizational resources appropriately.
- Report serious misconduct or safeguarding concerns.
- Avoid behaviour that could damage the trust or reputation of Jamia tul Mastwaar.
- Cooperate with legitimate internal reviews and investigations.
6. Respectful Behaviour
Jamia tul Mastwaar expects everyone to contribute to a respectful environment.
Individuals must not engage in:
- Bullying.
- Harassment.
- Threatening behaviour.
- Intimidation.
- Abusive or degrading language.
- Humiliation.
- Unwanted physical contact.
- Discriminatory behaviour.
- Deliberate exclusion or unfair treatment.
Differences of opinion should be handled respectfully and constructively.
7. Child Protection and Safeguarding
The protection of children is a fundamental responsibility of everyone working with Jamia tul Mastwaar.
All personnel must comply with the organization's Child Protection & Safeguarding Policy.
Individuals must never:
- Physically punish or abuse a child.
- Humiliate or threaten a child.
- Engage in sexual conduct with a child.
- Use inappropriate sexual or personal communication with a child.
- Exploit a child's vulnerability.
- Request inappropriate photographs or videos.
- Engage in inappropriate private communication with children.
- Ignore a reasonable safeguarding concern.
Any concern about the safety or well-being of a child must be reported through the appropriate safeguarding mechanism.
8. Professional Boundaries
Employees, teachers and volunteers must maintain appropriate boundaries with beneficiaries, students, parents, colleagues and other community members.
They should avoid:
- Inappropriate personal relationships with beneficiaries.
- Excessive or inappropriate private communication.
- Unnecessary physical contact.
- Using organizational authority for personal benefit.
- Behaviour that creates conflicts of interest or safeguarding concerns.
People in positions of authority must exercise their responsibilities fairly and must not exploit their position.
9. Non-Discrimination and Inclusion
Jamia tul Mastwaar is committed to fair and respectful treatment of people.
Individuals must not engage in unlawful or inappropriate discrimination based on characteristics protected by applicable law.
Everyone should be given fair and respectful treatment in accordance with their role, circumstances and applicable organizational procedures.
10. Harassment
Harassment is prohibited.
Harassment may include:
- Offensive or abusive comments.
- Repeated unwanted behaviour.
- Threats or intimidation.
- Humiliating conduct.
- Unwelcome sexual behaviour.
- Persistent unwanted messages.
- Conduct that creates an intimidating, hostile or abusive environment.
Concerns about harassment should be reported through the appropriate internal reporting mechanism.
11. Sexual Conduct and Sexual Harassment
All employees, volunteers and representatives must maintain appropriate professional boundaries.
Sexual harassment, exploitation or inappropriate sexual behaviour is prohibited.
This includes:
- Unwanted sexual comments.
- Sexual jokes or gestures.
- Unwanted advances.
- Inappropriate messages or images.
- Sexualized communication.
- Requests for sexual favours.
- Abuse of authority for sexual purposes.
Any conduct involving children that may constitute sexual abuse must be treated as a safeguarding matter and reported immediately through the appropriate procedure.
12. Abuse of Authority
Individuals in positions of authority must not misuse their position.
Prohibited conduct includes:
- Threatening a person's position or benefits for personal reasons.
- Demanding personal favours.
- Using authority for financial gain.
- Favouritism for improper purposes.
- Retaliating against someone who raises a genuine concern.
- Using organizational authority to intimidate or exploit others.
13. Conflicts of Interest
All personnel must avoid situations in which personal interests improperly influence organizational decisions.
Potential conflicts may include:
- Personal financial interests.
- Family or close personal relationships.
- Business relationships.
- Personal benefits from organizational suppliers.
- Participation in decisions involving a related party.
Any actual or potential conflict should be disclosed to the appropriate management representative.
14. Gifts and Benefits
Employees and representatives should not accept gifts, payments or benefits that could improperly influence their decisions.
Small customary gifts may be accepted where they are reasonable, lawful and do not create an actual or perceived obligation.
Cash gifts or benefits intended to influence a decision must not be accepted.
Significant gifts should be disclosed to management in accordance with organizational procedures.
15. Financial Integrity
All individuals involved in financial activities must protect Jamia tul Mastwaar's funds and assets.
They must:
- Maintain accurate financial records.
- Use funds only for authorized purposes.
- Keep receipts and supporting documentation.
- Follow financial approval procedures.
- Report suspected fraud or misuse of funds.
They must not:
- Steal or misappropriate funds.
- Create false financial records.
- Use organizational money for personal purposes.
- Accept unauthorized payments.
- Facilitate money laundering or terrorist financing.
Relevant personnel must comply with the organization's Anti-Money Laundering Policy.
16. Use of Organizational Property
Jamia tul Mastwaar's property, equipment, vehicles, funds, accounts, systems and other resources must be used responsibly.
Organizational resources must not be:
- Stolen.
- Misused.
- Damaged deliberately.
- Used for unauthorized personal benefit.
- Used for unlawful activities.
17. Confidentiality and Information
Personnel may have access to confidential information relating to:
- Children and beneficiaries.
- Donors.
- Employees.
- Financial transactions.
- Internal operations.
- Personal information.
- Safeguarding cases.
Confidential information must not be disclosed without authorization unless disclosure is required by law or necessary to protect someone from harm.
18. Data Protection
Personal information must be collected, used, stored and shared responsibly.
Personnel should:
- Access personal information only when necessary.
- Keep passwords and access credentials secure.
- Avoid sharing confidential documents through unauthorized channels.
- Protect electronic and physical records.
- Report suspected data breaches promptly.
19. Social Media and Online Conduct
Individuals representing Jamia tul Mastwaar should use social media responsibly.
They must not:
- Publish confidential organizational information.
- Share private information about children or beneficiaries.
- Publish inappropriate images of children.
- Misrepresent personal views as official organizational statements.
- Post material that could seriously damage the organization's legitimate interests or reputation.
- Use organizational accounts for unauthorized purposes.
Only authorized persons may make official public statements on behalf of Jamia tul Mastwaar.
20. Communication with Children Online
Online communication with children must follow the organization's Child Protection & Safeguarding Policy.
Where communication is necessary, personnel should use approved organizational channels where reasonably possible.
They must not:
- Send inappropriate messages.
- Request inappropriate images.
- Engage in sexualized communication.
- Encourage secrecy.
- Use online communication to manipulate, exploit or intimidate a child.
21. Substance Misuse
Personnel must not report for duties while impaired by alcohol, illegal drugs or other substances in a manner that affects their ability to perform their responsibilities safely and appropriately.
The possession, distribution or use of illegal drugs in connection with Jamia tul Mastwaar activities is prohibited.
22. Violence and Threatening Behaviour
Violence, threats and intimidation are prohibited.
Individuals must not:
- Physically attack another person.
- Threaten violence.
- Intentionally damage property.
- Use intimidation to resolve disputes.
- Encourage others to engage in violence.
Serious or immediate threats should be reported to the appropriate authorities where necessary.
23. Political and Public Activities
Jamia tul Mastwaar should maintain appropriate organizational neutrality in its institutional activities and comply with applicable laws governing charitable, religious or nonprofit organizations.
Individuals must not use Jamia tul Mastwaar's resources, facilities, mailing lists or official communication channels for unauthorized political campaigning or personal political activities.
Personal civic or political views must not be presented as official Jamia tul Mastwaar positions unless formally authorized.
24. Fundraising and Representation
Anyone fundraising or representing Jamia tul Mastwaar must:
- Provide truthful information.
- Clearly communicate the purpose of fundraising.
- Use approved fundraising materials.
- Maintain accurate records.
- Protect donor information.
- Avoid misleading claims.
- Deposit funds through approved channels.
No representative may make unauthorized promises on behalf of the organization.
25. Use of Name, Logo and Brand
The name, logo, photographs, documents and other intellectual property of Jamia tul Mastwaar may only be used for authorized purposes.
Individuals must not:
- Imply unauthorized endorsement.
- Use the organization's identity for personal financial gain.
- Create unauthorized fundraising campaigns.
- Represent themselves as an official spokesperson without authorization.
26. Safeguarding Vulnerable Persons
In addition to children, special care should be taken when interacting with individuals who may be particularly vulnerable because of disability, age, financial circumstances, displacement or other factors.
Personnel should:
- Treat vulnerable individuals with dignity.
- Avoid exploitation or manipulation.
- Maintain appropriate boundaries.
- Report concerns about abuse or exploitation.
- Follow relevant safeguarding procedures.
27. Reporting Misconduct
Anyone who becomes aware of serious misconduct should report the concern through the appropriate organizational channel.
Reports may concern:
- Abuse.
- Harassment.
- Fraud.
- Corruption.
- Financial misconduct.
- Safeguarding violations.
- Serious conflicts of interest.
- Misuse of organizational property.
- Serious breaches of this Code.
Code of Conduct / Complaints Contact:
Name: ______________________________
Designation: _________________________
Phone: ______________________________
Email: _______________________________
28. Whistleblower Protection
Jamia tul Mastwaar encourages individuals to report genuine concerns in good faith.
No person should be subjected to retaliation, intimidation, discrimination or unfair treatment for raising a legitimate concern.
Reports will be handled as confidentially as reasonably possible.
Knowingly making a malicious or deliberately false allegation may be addressed through appropriate procedures.
29. Responding to Complaints
When a serious complaint is received, Jamia tul Mastwaar may:
- Record the concern.
- Assess the nature and seriousness of the allegation.
- Take immediate steps where someone's safety may be at risk.
- Refer safeguarding or criminal matters to appropriate authorities where required.
- Conduct or commission an appropriate review or investigation.
- Give relevant parties a fair opportunity to provide information.
- Take appropriate corrective or disciplinary action.
All investigations should be handled objectively and with appropriate confidentiality.
30. Cooperation with Investigations
Employees, volunteers and representatives are expected to cooperate with legitimate internal investigations and lawful inquiries by competent authorities.
No person should destroy, conceal or alter relevant records or evidence.
31. Breach of the Code
A breach of this Code may result in appropriate action depending on the seriousness and circumstances of the conduct.
Possible actions may include:
- Counseling or guidance.
- Additional training.
- Formal warning.
- Restriction or removal of responsibilities.
- Suspension.
- Termination of employment or engagement.
- Referral to appropriate authorities where required.
The organization will seek to apply disciplinary measures fairly and proportionately.
32. Management Responsibilities
Management is responsible for promoting an ethical organizational culture.
Management should:
- Lead by example.
- Communicate expected standards.
- Ensure appropriate policies are available.
- Address serious misconduct.
- Protect individuals who raise genuine concerns.
- Provide relevant training.
- Review and improve organizational controls.
33. Employee and Volunteer Responsibilities
Every employee and volunteer is responsible for:
- Reading and understanding this Code.
- Following organizational policies.
- Acting honestly and respectfully.
- Protecting children and vulnerable persons.
- Reporting serious concerns.
- Protecting organizational resources.
- Maintaining confidentiality.
- Avoiding conflicts of interest.
- Cooperating with legitimate investigations.
34. Acknowledgement and Declaration
All employees, volunteers, teachers, representatives and other relevant personnel may be required to acknowledge that they have read, understood and agree to comply with this Code of Conduct.
Name: __________________________________
Designation: _____________________________
Signature: _______________________________
Date: ___________________________________
35. Policy Review
This Code of Conduct will be reviewed at least every two years or earlier when necessary.
An earlier review may be conducted when:
- Relevant laws or regulations change.
- Organizational activities change.
- A serious incident identifies a weakness.
- New safeguarding or ethical risks emerge.
- Management determines that an update is necessary.
Next Review Date: ________________________
36. Management Approval
This Code of Conduct Policy has been reviewed and approved by the authorized management of Jamia tul Mastwaar.
Authorized Person: ________________________
Designation: _____________________________
Signature: _______________________________
Date: ___________________________________
Official Stamp: ___________________________