institutional policies alianza regional

8/13/2019 Institutional Policies Alianza Regional

1/41

1


2/41

2

INSTITUTIONAL POLICIES

ALIANZA REGIONAL POR LA LIBRE EXPRESIN E INFORMACIN

PRIOR CONSIDERATIONS

This document was developed at the request of the Executive Secretariat o !A"ia#$a Re%io#a" &or "a

Li're Ex&re(i)# e I#or*aci)#+in response to a mandate issued by its Board of Directors in its

October 2010 meeting in Buenos Aires !e were as"ed to submit a proposal for a tool to support the

networ"#s process of institutionali$ation and growth% a set of methodical and consistent procedures

to guide the conduct of Alian$a &egional

'n order to learn about and respond to the concerns of Alian$a &egional members% we wor"ed with

products from two previous studies( )Memorias de la Alianza Regional para la Libertad de Expresine Informacin%*1compiled by +atalia Torres, and )La Alianza Regional para la Libertad de Expresin e

Informacin ante el desafo de su institucionalizacin,*2by 'n-s .ousadela and Anabel /ru$ !e also

conducted interviews with the ecutive ecretariat to learn about the Alian$a &egional3s eperience

of coordinating its wor" during its five years of eistence 4inally% in order to assess the organi$ational

histories of other international networ"s% we conducted a web5based survey and used the Open

ociety 'nstitute#s )Estudio comparativo de redes internacionales de la sociedad civil

latinoamericana*6

The creation of a body of policies is a priority now in the process of formali$ing and strengthening

Alian$a &egional 't is necessary to move beyond the early developmental stages of the networ"%which were characteri$ed by a lac" of clear% standardi$ed% and eplicit rules and decision5ma"ing

mechanisms The tas" is% therefore% to establish in writing what are commonly agreed to be the

values and principles shared by all members and the basic rules for wor"ing together% as well as

management and decision5ma"ing processes that will permit a clear% transparent% and orderly

eecution of the wor" This will facilitate good governance and a collective management that is

orderly and predictable% both for the members of the networ" and for its beneficiaries% donors% and

the public in general

&esponding to these ob7ectives% member opinions% and the eperience accumulated during the

Alian$a &egional3s years of collective wor"% our goal is to offer a light governance structure that canbe effectively grasped by the members, a dynamic and fleible management model, a membership

policy consistent with the current state of the networ" and the wor" profiles of its members, some

rules of conduct that will ensure healthy coordination between the various organi$ations and help to

resolve possible conflicts, a statement of shared ob7ectives% principles% and values that safeguards the

1)Reports of Alianza Regional por la Libre Expresin e Informacin*

2)Alianza Regional por la Libre Expresin e Informacin and te callenge of its Institutionalization*

6 )!omparative "tud# of te International $et%or&s of Latin American !ivil "ociet#*


3/41

6

common spirit guiding all of the members of Alian$a &egional, and a simple code of ethics describing

the conduct epected of the members and the management team

't must be emphasi$ed that the organi$ational chart and rules for decision5ma"ing are meant to be

part of a )light* structure of governance% one that invites organi$ations to participate in various

governance bodies% without requiring a high burden of meetings and wor"% even from those who

ta"e on leadership functions This model also assumes linear and simple processes that do not

require double controls or authori$ations that could slow the nimble and efficient wor" that has been

shown to be necessary in Alian$a &egional% but it does include mechanisms for accountability

The model permits a large number of member organi$ations to participate through various wor"ing

committees% and it invites them to ta"e ownership of the space that is Alian$a &egional by

participating in the decision5ma"ing

The counterpart of this light structure is an ecutive ecretariat that wor"s full5time to identify

relevant advocacy spaces for the networ" and to complete the administrative and communications

tas"s of Alian$a &egional The geographic autonomy of the ecutive ecretariat is guaranteed in that

it has no fied offices and is not housed in the facilities of any of the member organi$ations This

prevents the ris" of interference and allows the office simply to rotate between various countries

when there is a change in leadership

The legal entity% on the other hand% is anchored locally, Alian$a &egional will be registered in 8ruguay

under the laws regulating international civil associations there 4inally% while the rules establish thatdecisions in the .lenary are made by a simple ma7ority% this proposal establishes the need for a

special two5thirds ma7ority to modify the 'nstitutional .olicies of Alian$a &egional% so that any

changes in the rules that regulate 7oint activity will have sufficient legitimacy

'n summary% these 'nstitutional .olicies of Alian$a &egional see" to strengthen the networ"% and the

current composition of the policies is meant to change over time supporting Alian$a &egional#s

gradual consolidation as an increasingly relevant actor in the region

/onsultant(Daniela 8rribarri and Team


4/41

9

INSTITUTIONAL POLICIES

!ALIANZA REGIONAL POR LA LIBRE EXPRESIN E INFORMACIN+

::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::

TABLE OF CONTENTS

Pa%e

1 OB,ECTI-ES OF ALIANZA REGIONAL11;eneral Ob7ective12pecific Ob7ectives2 STATEMENT OF PRINCIPLES6 GO-ERNANCE BODIES

61 tructure

611 .lenary612 ecutive /ommittee

616 thics /ommittee

619 /ommittee on 4reedom of pression and Access to 'nformation

62 &esponsibilities

621 .lenary

622 ecutive /ommittee

626 thics /ommittee

629 /ommittee on 4reedom of pression and Access to 'nformation

66 Operation661 .lenary

662 ecutive /ommittee

666 thics /ommittee

669 /ommittee of 4reedom of pression and Access to 'nformation

9 ADMINISTRATI-E STRUCTURE91 RULES OF CONDUCT>1/ommitment to /omply and Obligation to &eport


5/41

>

>2'nformal /onflict &esolution>[email protected] in Annual .lenary Applied &esearch

@2>1 =ori$ontal /ooperation

@2>2 The tate

@2>6 'nternational and &egional Bodies

@2>9 Other Arenas and Actors

@6 'nterventions about ?ocal 'ssues

@9 Eisibility of Alian$a &egional 'nterventions

@> Bilateral Activities among


6/41

@

11 /onflicts of 'nterest12 &estricted 'nformation16 .articipation in other Organi$ations or +etwor"s19 Discrimination1> ;ifts1@ Other +on5compliance 'ssues

2.rocedures21 Transparency in Decision5ma"ing22 Obligation to &eport26 /omplaints .rocedure29 /onsideration of /omplaints2>


7/41

1 OB,ECTI-ES OF ALIANZA REGIONAL

11Ge#era" O'1ective2To strengthen the capacities and "nowledge of Alian$a &egional member organi$ations in order

to underta"e actions aimed at improving conditions of access to information and freedom of

epression in their countries and in the region of the Americas

12S&eciic O'1ective(2121 4acilitate the presence and participation of member organi$ations in regional and

international arenas

122 4oster cooperation and echanges of eperiences and information among memberorgani$ations in order to strengthen their local andGor regional leadership in matters offreedom of epression and access to information


8/41

2 STATEMENT OF PRINCIPLES

)Alian$a &egional por la ?ibre presiHn e 'nformaciHn* is a networ" of independent% non5partisan%

and non5profit non5governmental organi$ations that aspires to strengthen the capacity of its member

organi$ations to promote better practices and legislation on access to information and freedom of

epression in their countries and in the region

!e wor" from the perspective of the defense of democracy and human rights% the latter understood

in the terms set forth in the 8niversal Declaration of =uman &ights% the 'nter5American /onvention

on =uman &ights% and the norms and conventions associated with these instruments, reaffirming the

conviction that freedoms of epression and information are essential for democratic societies and for

the practice of respect for human rights% which must be recogni$ed and protected by states

!e are governed by principles of hori$ontal cooperation% internal democracy% equity% solidarity%

pluralism% tolerance% respect% and mutual trust in order to strengthen ties between members% with

respect for each organi$ation#s autonomous right to form its own agenda as well as a commitment to

fulfill our collective ob7ectives

Alian$a &egional% as such% and its member organi$ations administer our networ" transparently%

responsibly% and with a commitment to accountability To that effect% we agree to continue to review

and develop our rules of procedure% policies% and internal codes in order to advance towards the

gradual application of the )'nternational +on5;overnmental Organi$ations Accountability /harter*Iincluded as Anne 'J with the ob7ective of signing on to it as short a term as possible

igned in :::::::::::::::: on :::::::::::::: of 2011


9/41

C

6 GO-ERNANCE BODIES

3040 Structure0 The governance structure of Alian$a &egional is composed of five bodies(

611P"e#ar52 people who belong to organi$ations located in different

countries% striving for the best balance possible in geographic representation 'ts members are

elected by a simple ma7ority of the .lenary% from among self5nominated candidates Their mandate is

for 2 years% with a partial renewal of 2 members each year ach organi$ation can be reelected to the

committee only once in consecutive periods

616Et6ic( Co**ittee2/omposed of > people belonging to organi$ations located in different

countries% striving for the best balance possible in geographic representation 'ts members are

elected by a simple ma7ority of the .lenary% from among self5nominated candidates Their mandate is

for 9 years% with the partial renewal of 2 members every 2 years ach organi$ation can be reelected

to the committee only once in consecutive periods

619Me*'er(6i& a#7 .iri#% Co**ittee2 /omposed of 6 people belonging to organi$ations located

in different countries% striving for the best balance possible in geographic representation Their

members are elected by a simple ma7ority of the .lenary from among self5nominated candidates The

mandate is for 9 years with partial renewal of 2 members every 2 years ach organi$ation can be

reelected to serve on the committee only once in consecutive periods

61>Co**ittee o# Free7o* o Ex&re((io# a#7 Acce(( to I#or*atio#2 /omposed of @ people

divided into 2 thematic subcommittees of 6 members each All of its members must belong to

member organi$ations located in different countries% striving for the best balance possible in

geographic representation They are elected by a simple ma7ority of the .lenary from among self5

nominated candidates Their mandate is for 9 years% renewing 9 members I2 from each sub5

committeeJ every 2 years ach organi$ation can be reelected to the committee only once in

consecutive periods

'ransition !lause(!hen the first committee is formed% each committee will draw names to see which

of its members will be up for renewal first


10/41

10

3080 Re(&o#(i'i"itie(

621 P"e#ar50 't is the responsibility of the .lenary to(

6211 Approve the financial balance sheet and the annual report drafted by the ecutive

ecretariat,

6212 lect the leader of the ecutive ecretariat and committee members from among self5

nominated candidates,

6216 Eote in new members of Alian$a &egional,

6219 Approve changes to the internal rules of procedure of Alian$a &egional

621> =old regular and special meetings as required,

621@ Assume all functions as required by its legal articles of incorporation,

621 Approve strategic guidelines for Alian$a &egional#s wor" on freedom of epression and

access to information,621 Dismiss the director of the ecutive ecretariat in case of failure to fulfill his or her

obligations or conduct conflicting with the provisions of the 'nstitutional .olicies of Alian$a

&egional% after report from the ecutive /ommittee or the thics /ommittee

622 Executive Co**ittee0 't is the responsibility of the ecutive /ommittee to(

6221 Approve the annual budget drafted by the ecutive /ommittee,

6222 nsure the sustainability of Alian$a &egional and the fulfillment of its ob7ectives,

6226 nsure compliance with the 'nstitutional .olicies of Alian$a &egional and suggest to the

.lenary the modifications it considers necessary,

6229 Thoroughly review the 'nstitutional .olicies every > years% with attention to their internalconsistency and need for updating,

622>


11/41

11

6269 &espond to question from the ecutive ecretariat

629 Me*'er(6i& a#7 .iri#% Co**ittee0't is the responsibility of the


12/41

12

669 Me*'er(6i& a#7 .iri#% Co**ittee0The Co**ittee o# Free7o* o Ex&re((io# a#7 Acce(( to I#or*atio#0The /ommittee on4reedom of pression and Access to 'nformation meets annually and ma"es decisions by a

simple ma7ority 't is accountable to the .lenary through a written annual report During the first

two months of a fied calendar year% the /ommittees on 4reedom of pression and Access to

'nformation will send to the ecutive ecretary a proposal for the substantive areas of wor" and

intervention so that an agenda of activities can be developed for the period that is about tobegin 'f this does not occur in the period of time stipulated% the ecutive ecretariat will be able

to draft an agenda of activities and submit it for approval to the ecutive /ommittee


13/41

16

9 ADMINISTRATI-E STRUCTURE

91 Ma#a%e*e#t 'o75 The ecutive ecretariat is the only ongoing management body ofAlian$a &egional 't does not have a physical location 'ts director is the ecutive ecretary and

he or she may live in any country of the region

92 E"ectio# o t6e Executive Secretar5 The ecutive ecretary is elected by the .lenary

through the mechanisms and procedures decided upon by the Fu#ctio#( The ecutive ecretary is responsible for(

9>1 Officially representing Alian$a &egional,

9>2 nsuring the proper functioning of Alian$a &egional and compliance with its

'nstitutional .olicies% administering those means and mechanisms necessary for their

implementation% and proposing any reforms to the .olicies to the ecutive /ommittee

9>6 valuating candidate organi$ations for membership in Alian$a &egional to ma"e sure

they meet the requirements established in the membership policy,

9>9 Administration of the ecretariat(

AJ Drafting the annual report of the ecretariat,BJ electing and designating hisGher wor" team,

/J stablishing internal operating procedures and routines and providing information

about these procedures to members% beneficiaries% or donors who may be interested

in them,

DJ Designing and administering a mechanism to ensure the proper electronic storage

of the reports and resolutions of the committees% the .lenary% and any other relevant

institutional document ;uaranteeing general members% and the ecutive

/ommittee in particular% access to these documents,


14/41

19

J /onsulting with the committees as necessary and as established within the

timelines and mechanisms of the 'nstitutional .olicies% and including in the

correspondence a deadline for receiving a reply 'f no response is received within the

established period of time% and if this limits Alian$a &egional#s ability to act% the

ecutive ecretary must once again request response to hisGher questions 'f

response is still not forthcoming% the ecutive ecretary will be free to move on the

proposal at hand% after notifying the thics /ommittee of the situation,

9>> /oordinating the meetings of the committees and the .lenary(

AJ /onvening meetings with the periodicity established in the 'nstitutional .olicies% or

at a time unanimously requested by the members,

BJ ending out the call for a special session within one wee" after receiving such a

request% as indicated by the .lenary% and setting a date for that session within 60days after receiving the request

/J ending the agenda for each meeting to all of the members of the committee or to

the responsible eecutive of each member organi$ation% depending on whether it is a

meeting of a committee or of the .lenary% with sufficient time before each meeting,

DJ eeping on file the reports from all of the meetings and writing that report if he or

she has been invited to participate in the meeting

J &ecording the nominations of organi$ations to fill vacancies in the committees and

informing the thics /ommittee if this obligation is not met% after first notifying the

corresponding organi$ation so that it can correct its mista"es

9>@ !or"ing to achieve the goals of Alian$a &egional

AJ Drafting the agenda of activities and the annual action plan% according to the

guidelines provided by the thematic sub5committees,

BJ Designing wor" proposals and see"ing sources of cooperation and funding to fund

the activities of the institution, 7oint activities of its members, andGor those of the

ecutive ecretariat,

/J 'dentifying "ey moments that merit the intervention of Alian$a &egional,

proposing strategies for intervention, and calling member organi$ations to

participate,

DJ 4ollowing up on whether member organi$ations have fulfilled commitments theymade in the contet of Alian$a &egional activities so as to issue early warnings and

prevent the occurrence of serious offenses,

J !riting substantive reports on topics of interest,

4J


15/41

1>

9> Drafting and coordinating proper procedures for the participation of one% several% or all

of the members of Alian$a &egional in a particular intervention action

9@ Re(i7e#ce The ecutive ecretariat functions virtually% without a physical residence pre5

established by any of the members The legal and administrative registration of Alian$a &egional will

be in 8ruguay% under the legal classification deemed most convenient

9 .u*a# Re(ource( Po"ic5 The =uman &esources .olicy regulating the hiring of the ecutive

ecretary and the management team will be established by the ecutive ecretary 'nternal &ules

and &egulations must be established in full conformance with international and national labor

regulations% and best practices of the non5profit sector will be applied in terms of the rights of

employees and volunteers These rules and regulations must be available to the members of Alian$a

&egional and must include% as a minimum% the provisions established in Anne ''' I).ersonnel.olicyG'nternal &ules and &egulations of the ecutive ecretariat*J

9 Re*u#eratio#( The scale of remunerations for members of the ecutive ecretariat must be

public and transparent The salaries of the ecutive ecretary and his or her assistants will be

established according to a comparative analysis of similar positions in other international networ"s or

in the region at the time of hiring very year% the salaries will be updated% "eeping in mind the inde

of inflation in the country of residence of each member of the wor" team% as long as this does not

compromise the financial sustainability of the institution

9C Proce(( or.iri#%Secretariat E*&"o5ee( a#7 Exter#a" Co#(u"ta#t(0The ecutive ecretary isresponsible for( iJ drawing up the 7ob description or terms of reference, iiJ determining the "ind of

"nowledge required to do the 7ob, iiiJ identifying potential candidates for the position, ivJ selecting

and hiring the employee or consultant


16/41

1@

> RULES OF CONDUCT

>1Co**it*e#t to Co*&"5 a#7 O'"i%atio# to Re&ort0 11 /omply with the 'nstitutional .olicies of Alian$a &egional,

>12 &eport any actions or failure to comply with these regulations that threaten the properfunctioning of the networ"

>2I#or*a" Co#"ict Re(o"utio# The principles and regulations contained in the 'nstitutional .oliciesof Alian$a &egional represent the agreements its members have made with respect to the limits

of their conduct and that of their management body 4ailure to comply with minor matters

related to these policies will be resolved primarily through respectful echange of ideas% dialogue%

fluid communication% and mediation Offenses that are considered very serious% in that they

conflict with the ob7ectives or principles of Alian$a &egional% must be reported to the thics/ommittee

>6Mo7iicatio#( to t6e I#(titutio#a" Po"icie( Any member of Alian$a &egional may ma"esuggestions to the ecutive /ommittee andGor the ecutive ecretariat regarding modifications

he or she believes should be made to the 'nstitutional .olicies The ecutive

/ommitteeGecutive ecretariat will% in turn% report on these suggestions to the .lenary

>9Re&re(e#tatio# at A"ia#$a Re%io#a"0 'n the framewor" of Alian$a &egional% each memberorgani$ation must be represented by its highest political or eecutive authority or by someone

that person designates as a delegate Delegates must wor" closely with the organi$ation#s highestauthorities and must have the ability to ma"e decisions in the moment% when necessary The

name and contact information of the delegate must be provided to the ecutive ecretary

>>U(e o I#or*atio#0 +o person or organi$ation that is part of Alian$a &egional may disseminateany wor"ing documents that are in the process of being drafted or any confidential information

of Alian$a &egional or any of its member organi$ations

>@Partici&atio# i# *eeti#%(0 ach member organi$ation must participate in at least >K of the.lenary meetings and other 7oint activities convened by the ecutive ecretariat

>A##ua" P"e#ar5 Meeti#%0 The Annual .lenary


17/41

1

90 INTERNAL OPERATIONS

@1S&6ere( o I#terve#tio#0Alian$a &egional carries out its advocacy strategies and actions in fourdifferent spheres( IiJ hori$ontal cooperation% IiiJ advocacy aimed at government% IiiiJ advocacy

with international and regional agencies% and IivJ advocacy in other spheres and with other actors

Isuch as organi$ations that are not members of Alian$a &egional% other networ"s% and

7ournalistsJ

@2T5&e( o I#terve#tio#0Alian$a &egional engages in five basic "inds of activities aimed atsupporting better practices and legislation on the topic of access to information and freedom of

epression in the countries of the region They include( IiJ strategic litigation, IiiJ training and

technical assistance, IiiiJ communication for advocacy, IivJ lobbying and meetings with "ey actors,

and IvJ applied research The interventions occur at the initiative or proposal of a memberorgani$ation or the ecutive ecretariat% and the eecutive body participates in all activities

The following table shows the intersection between the spheres of intervention and types of

intervention

S&6ere( o I#terve#tio#

Type of 'ntervention

.ori$o#ta"Coo&eratio#

State I#ter#atio#a" a#7Re%io#a" Bo7ie(

Ot6er :e5 Actor(

Strate%ic Liti%atio#

Trai#i#% a#7 Tec6#ica"

A((i(ta#ceCo**u#icatio# orA7vocac5

Lo''5i#% a#7 Meeti#%(;it6 :e5 Actor(

A&&"ie7 Re(earc6

The section below shows the way each "ind of intervention may play out in the various spheres(

IAnne '' brings together this information in a matriJ(

@21 Strate%ic Liti%atio#( trategic litigation actions are legal interventions selected and eecutedstrategically to defend access to information and freedom of epression rights They can

happen in four different arenas(

@211.ori$o#ta" Coo&eratio#0!hen strategic litigation occurs in the framewor" of hori$ontalcooperation% two or more member organi$ations of Alian$a &egional participate in the

litigation

@212T6e State A case litigated in this sphere would be part of a legal strategy to advocate for alegal decision that could% in some cases% eventually have a bearing on public policies and

laws


18/41

1

@216I#ter#atio#a" a#7 Re%io#a" Bo7ie( trategic litigation advocacy aimed at decisions made ininternational and regional organi$ations occurs when Alian$a &egional members participate

personally or send documents at the epress request of the internationalGregional bodies, or

through efforts made by the ecutive ecretary to ensure that member organi$ations of

Alian$a &egional are heard

@219Ot6er Are#a( a#7 Actor( 'n these cases% Alian$a &egional provides its support when requestsare made to the ecutive ecretariat on concrete cases related to other organi$ations or

sectors

@22 Trai#i#% a#7 Tec6#ica" A((i(ta#ce Training and technical assistance activities are aimed athelping organi$ations acquire the "nowledge and capacity necessary to promote freedom of

epression and access to information These activities can ta"e place in four different

spheres(@221.ori$o#ta" Coo&eratio# !hen trainings or technical assistance activities ta"e place in the

contet of hori$ontal cooperation% two or more member organi$ations participate as

receivers and givers of this assistance

@222T6e State This may involve receiving training from public agencies or providing training topublic agencies

@226I#ter#atio#a" a#7 Re%io#a" Bo7ie( This is training aimed at international or regional bodiesor their members% or it may be training that these organi$ations provide for members of

Alian$a &egional

@229Ot6er Actor( ?ocal members in each country may decide to train other relevant local actors=ere% at least one member organi$ation of Alian$a &egional provides the training% and thosewho receive the trainings may be non5member organi$ations% other networ"s% 7ournalists% or

other relevant actors

@26 Co**u#icatio#( or A7vocac5 This involves communications as a tool for achieving thesubstantive ob7ectives of Alian$a &egional and its member organi$ations I't does not refer to

the internal communications of Alian$a &egional andGor its administrationJ This type of

communications activity can ta"e place in four different spheres

@261.ori$o#ta" Coo&eratio# Alian$a &egional members publici$e and disseminate the collectivepositions of the networ" in order to eert influence on public policies and laws

@262T6e State These communications are aimed at promoting% implementing% or defendingfreedom of epression or access to information as related to decisions made by national or

local government bodies

@266I#ter#atio#a" or Re%io#a" Bo7ie( This involves communications aimed at influencingdecisions made% or about to be made% in internationalGregional bodies

@269Ot6er Are#a( a#7 Actor( /ommunications in these cases may be a "ind of accompanimentor active participation in actions promoted by other networ"s and organi$ations


19/41

1C

@29 Lo''5i#% a#7 Meeti#%( ;it6 :e5 Actor( ?obbying and meetings or gatherings with "eyactors are actions aimed a generating or eerting influence on public agenda topics related to

access to information or freedom of epression These actions can ta"e place in four spheres(

@291.ori$o#ta" Coo&eratio# !hen the ecutive ecretary or a member organi$ation fromanother country visits a particular country% the local organi$ation that receives cooperation

ta"es advantage of their presence to promote meetings between these visitors and actors

who are "ey to advancing their advocacy strategies The visitors may also suggest meetings

with other actors they consider relevant in the country

@292T6e State This involves meetings with relevant state actors in order to eert influence ontheir past or future decisions

@296I#ter#atio#a" a#7 Re%io#a" Bo7ie( 4ormal and informal meetings and gatherings may beheld with members of international or regional organi$ations% or people close to those

groups These meetings might be requested by the internationalGregional organi$ationsthemselves or by an Alian$a &egional member organi$ation or the ecutive ecretary

@299Ot6er Are#a( a#7 Actor( Alian$a &egional member organi$ations may organi$e or suggestthese meetings, or other networ"s or non5member +;Os may request a meeting with the

ecutive ecretariat

@2> A&&"ie7 Re(earc60 These are studies and research applied to advocacy on topics of commoninterest in Alian$a &egional They contribute to local and regional discussions on the situation

of freedom of epression and access to information These studies will be conducted when

there is a demand from member organi$ations or as a result of a proposal by the ecutive

ecretary 't is possible to use these studies to have an influence in four areas(@2>1.ori$o#ta" Coo&eratio#0 &esearch could inform collective discussions on localGregional issues

in order to help improve the standards of eisting policies% the interventions of the

organi$ations% etc

@2>2T6e State06I#ter#atio#a" a#7 Re%io#a" Bo7ie(0The results of these studies could be used to eertinfluence on the decisions of internationalGregional bodies, or studies could be conducted at

the request of the internationalGregional bodies

@2>9Ot6er Are#a( a#7 Actor(0The studies could be used to influence the actions and positions of"ey actors I7ournalists% lawyers% media associations% or othersJ

@6I#terve#tio#( o# a Loca" Matter0 !hen Alian$a &egional see"s to intervene or epress an opinionabout a local matter% it must have the unanimous agreement of the member organi$ations from that

country To that effect(

@61 'f the proposal for intervention comes from LallM the local member organi$ationIsJ% it will beassumed that it has the agreement necessary 'f it came from only one of them% the ecutive

ecretariat must obtain the agreement of the rest of the local member organi$ations


20/41

20

@62 'f the proposal for intervention comes from a member organi$ation from outside the countryor by initiative of the ecutive ecretariat% the latter must consult the local organi$ations

and will only be able to carry out the intervention if there is agreement from organi$ations in

the country

@9-i(i'i"it5 o A"ia#$a Re%io#a" I#terve#tio#( All actions described in the section of the 'nstitutional.olicies titled )Types of 'nterventions* must be publici$ed and made visible in the following way(

@91 All of the documents and materials for dissemination must include the following words( )Thispro7ectGprogramGaction is being carried out in the framewor" of Alian$a &egional for

4reedom of pression and 'nformation%* along with Alian$a &egional logo

@92

The support documents and communications arenas in which the aforementioned referenceto Alian$a &egional must be made include( press releases, press conferences, pamphlets%

reports% and bulletins, posters% flags% and announcements, blogs and web pages, panels,

vehicles, supplies and equipment, audiovisual productions, public events and visits,

information campaigns% and others

@>Bi"atera" Activitie( a*o#% Me*'er Or%a#i$atio#( All actions carried out 7ointly by two or moremember organi$ations% when they are related to issues of access to information and freedom of

epression% will be considered to be of interest to Alian$a &egional% even when they do not involve

the participation of the ecutive ecretariat

@>1 I#or*atio#0.articipating organi$ations must inform the ecutive ecretariat of theseactions and report on the results once the activity is over so the activities can be included and

publici$ed in the institutional report of Alian$a &egional under )bilateral activities among

members*

@>2 -i(i'i"it5 'f these activities have been carried out with the support Ifinancial% logistical%publicity% or otherJ of the ecutive ecretariat% they must follow the criteria established in

the section of the 'nstitutional .olicies titled )Eisibility of Alian$a &egional 'nterventions*

@@-i(i'i"it5 o Net;or< Me*'er(6i&0All member organi$ations must publici$e their membership in theAlian$a &egional on their web page The mention must be made visibly and include the logo of theAlian$a &egional along with a lin" to Alian$a &egional web page Access to this lin" should be quic"

and easy from the home page of each organi$ation

@Ot6er Activitie( o Me*'er Or%a#i$atio#( !hen members of Alian$a &egional wish to have thesupport Ifinancial% logistical% publicity% or otherJ of the networ"% they must request it through the

ecutive ecretariat and follow the criteria established in the section of the 'nstitutional .olicies

titled )Eisibility of Alian$a &egional 'nterventions*


21/41

21

=0 FUNDING

1 Alian$a &egional#s main source of funding is international cooperation

2 !hen there are fluctuations in funding from international cooperation% the &eserve 4und Imade

up of accumulated annual membership duesJ may be used to ensure the sustainability of the networ"

during critical periods and guarantee the structural funding of the organi$ation Alian$a &egional may

not generate debts that eceed 0 percent of the amount of money available in the &eserve 4und%

because all outstanding obligations must be paid from this fund

6 Alian$a &egional can only receive funding from the public coffers of a country in the region if all

of the members of that country agree to it

9 As the ecutive ecretariat raises funds for its wor"% it must preserve and strengthen the

institutional integrity and operations of Alian$a &egional in cooperation with its members and strive

not to compete with them

> .riority will be given to raising funds that will benefit more than one organi$ation of the networ"

and support coordination between member organi$ations


22/41

22

>0 CODE OF ET.ICS

1Ge#era" Criteria0 Beyond the internal regulations of each member organi$ation% a failure to abideby the following rules will be considered a serious offense by Alian$a &egional and will be dealt

with by the thics /ommittee

)ersons sub*ect to te !ode of Etics include te igest executive autorit# of te member

organization or te delegate designated to represent tat autorit#+

11 Co#"ict( o I#tere(t Alian$a &egional organi$ations must avoid any situation in which their

actions or interests conflict with their membership in the networ" 'n particular% they must avoid

ma"ing decisions for reasons other than those related to the principles of Alian$a &egional and the

promotion of its ob7ectives 'f such a situation presents itself% the organi$ation must abstain from

participating in Alian$a &egional decision5ma"ing processes related to that situation

12 Re(tricte7 I#or*atio# Git(0During the time in which they are eercising their duties% the head of the ecutive

ecretariat Iecutive ecretaryM and members of the committees must refrain from accepting gifts

from any member of an organi$ationNpublic or privateNif it could be interpreted as a gift made to

influence the decisions of Alian$a &egional or to compromise the integrity of its wor" or public image

1@ Ot6er For*( o No#?co*&"ia#ce All other failures to observe the provisions established in the

'nstitutional .olicies which are considered to be a serious offense% violating the principles andGor

ob7ectives of Alian$a &egional% must be sent to the thics /ommittee for its consideration and

7udgment


23/41

26

>080 Proce7ure(

21 Tra#(&are#c5 i# Deci(io#?Ma Creatio# o a# Et6ic( Tri'u#a" The tribunal will be made up of 6 members who are usually

elected from among the members of the thics /ommittee 'f these members disqualify themselves

for reasons of friendship or enmity with the person who is the sub7ect of the complaint% an eternal

tribunal can be convened

2@ O'"i%atio# to Noti5 The person or organi$ation that is the sub7ect of the complaint must

receive notification and be able to view the complaint These notifications will be made by the thics

/ommittee immediately after the complaint has been formally accepted The sub7ect of the

complaint must also be informed of the period of time in which he or she must ma"e his written

response

2 O&&ortu#it5 to Co#(u"t Once the complaint is accepted% and the thics Tribunal has been

established% the tribunal may consult with others to obtain the information it deems necessary to

understand and resolve the matter

2 Re(o"utio# o t6e Ca(e The thics Tribunal that rules on the case must decide whether an

ethical conflict does or does not eist and what the consequences will be 't must do so within three

months of the time in which the complaint was accepted


24/41

29

2CCa(e ;6ere Co#"ict i( Fou#7 Tribunal decisions that declare the eistence of an ethical

conflict must be well5founded and reported to the person named in the complaint The most serious

sanction that can be applied is permanent epulsion from the organi$ation as a member of Alian$a

&egional A copy of the bac"ground information and the decision on the case will be sent to the

ecutive ecretariat to be "ept in its records and to be distributed among all of the member

organi$ations of Alian$a &egional

210 Ca(e ;6ere No Co#"ict i( Fou#70/ases in which the Tribunal decides there has been no

ethical conflict must be well founded and will be reported to the ecutive ecretariat only for

purposes of record "eeping +either the matter nor the resolution of the matter will be reported to

the organi$ations unless there is a specific request to do so

211 Co#(titutio# o a# Exter#a" Tri'u#a" All eternal tribunals will be made up of three personswho do not belong to any of the organi$ations of Alian$a &egional and who are recogni$ed for their

wor" in defending human rights and transparency in +;Os uch tribunals will be convened in two

types of situations( IiJ when it is not possible to find three members for the tribunal who are

members of the thics /ommittee because the committee members have disqualified themselves

from hearing the case, or IiiJ when the accused party is a member of the thics /ommittee 'n this

latter situation% that committee member must disqualify him or herself from the process of selecting

members for the Tribunal

212 Co#(titutio# a#7 O&eratio# o t6e Exter#a" Tri'u#a" The members of the thics /ommittee

will identify the people required for the ternal Tribunal and request their participation, to do so%they may as" the ecutive ecretariat and the ecutive /ommittee for assistance Once the

ma"eup of the tribunal has been decided% the ecutive ecretariat will be notified% and the

ecretariat will wor" with the committee and the Tribunal to facilitate the process


25/41

2>

@0 MEMBERS.IP POLIC/

The membership policy of Alian$a &egional includes both qualitative and quantitative criteria and isorgani$ed around substantive matters as well as formal ones .rocedures for nomination% evaluation%

continuance% and termination of members are detailed here

C1Co#(i7eratio# o Bot6 ua"itative a#7 ua#titative CriteriaThere will be times when Alian$a &egional is open to new members and times when it is closed to

new membership Alian$a &egional is in a period of epansion and growth and it see"s to have high

level of diversity and representation from the region At the same time% it must also ensure proper

administration and coordination

!ithin this contet% the criteria for receiving new members doesn#t have as much to do with time asit does with the number of new organi$ations Alian$a &egional decides to receive during each period

of growth 4or optimal implementation% up to five organi$ations may be allowed into the admissions

process at the same time

'n the current contet of epansion and growthNthat is% the 65year period of consolidation between

now and 2019Nup to two organi$ations per country will be admitted into Alian$a &egional

The total number of active members should be determined based on a balance of the following

variables(

5increased representationGdiversity5having more dues5paying members

5the ability to maintain simple operational processes for decision ma"ing

5the ability to ensure the proper coordination and administration of the networ"

C2Su'(ta#tive a#7 For*a" A(&ect(To be a member of Alian$a &egional% an organi$ation must establish its leadership credentials in the

area of freedom of epression and access to information Ion the ground credentialsJ 't must also be

able to demonstrate the equivalence of at least three years of wor" on some of the issues that

Alian$a &egional covers

Only non5governmental organi$ations with duly constituted legal status in their country may be part

of Alian$a &egional

All members must comply with the standards of accountability% transparency% and best practices% as

established in Alian$a &egional#s Declaration of .rinciples


26/41

2@

C6A##ua" Me*'er(6i& Due(ach member organi$ation must pay annual membership dues into the &eserve 4und of Alian$a

&egional% which is aimed at ensuring the sustainability of the networ" and ma"ing sure that basic

operating epenses will be covered Isalaries% meeting costs% etcJ during critical times

The ecutive ecretariat will be accountable for the use of these contributions and will ma"e public

the balance of the &eserve 4und% the minutes of meetings% and annual budgets indicating staff

salaries and financial pro7ections for the period

Annual dues will be 81%000 per organi$ation% an amount that will be reviewed by the ecutive

/ommittee every two years Organi$ations with an annual budget below 8100%000 Ior another

agreed5upon amountJ that cannot ta"e on the commitment of paying the amount specified here mayrequest a reduction in their annual dues amount% and the percentage of the reduction will be decided

by the ecutive /ommittee

@00 Ri%6t( a#7 O'"i%atio#( o t6e Me*'er(

C91 Ri%6t(0 The main rights of members include(5 The right to participate in decision5ma"ing as active members in the .lenary5 The right to nominate oneself to one of the governing bodies5 The right to have access to information% benefits% and opportunities5 The right to participate in all activities

C92 O'"i%atio#(0 The main obligations of members include(5 The obligation to attend the annual .lenary assembly of members Those who must

attend these .lenary meetings are the eecutive officers Ior others designated by the

eecutive officers who have decision5ma"ing powerJ

5 The obligation to ad7ust their organi$ation policies to be in agreement with the'nstitutional .olicies of Alian$a &egional

5 The obligation to participate in governance bodies and in decision5ma"ing5 The obligation to pay membership dues5 The obligation to gradually adapt their organi$ation and its operations to what is

established in the )'nternational +on5;overnmental Organi$ations Accountability /harter*

C> Proce7ure or Bri#%i#% Ne; Me*'er( i#to A"ia#$a Re%io#a"0There is a 65stage process for an organi$ation to become a full member of Alian$a &egional(

C>1 Fir(t (ta%e2Pre(e#tatio# o Prereui(ite(0 All organi$ations that wish to become a memberof Alian$a &egional must send to the ecutive ecretariat the following(

Letter o I#te#t2The letter should specify the reasons for which the organi$ation would li"eto 7oin Alian$a &egional and any prior wor" it has done in the area of freedom of epression


27/41

2

andGor access to information The letter must also indicate that the candidate organi$ation

understands the principles and values promoted by Alian$a &egional and that it is committed

to respecting those principles and values and to meeting the standards and complying with

the regulations established in the 'nstitutional .olicies

Letter( o Reco**e#7atio#0/andidate organi$ations must present three letters ofrecommendation Two should be signed by the highest eecutive or political authority of

member organi$ations belonging to Alian$a &egional The third can come from a member

organi$ation of Alian$a &egional or from an eternal organi$ation that is a leader on matters

of access to information and freedom of epression

C>2 Seco#7 (ta%e2 I#cor&oratio# a( a# O'(erver Or%a#i$atio#0 .rior to any organi$ation#s

incorporation as a full member of Alian$a &egional% it must first go through a period of being an

observer organi$ation /onditions for becoming an observer organi$ation are the following( Bac


28/41

2

6e# Fu"" Me*'er(6i& i( #ot A&&rove70 'f the .lenary decides not to approve theorgani$ation for full membership% the ecutive ecretariat will inform the candidate

organi$ation of the reasons given for the decision

C>90 Fourt6 Sta%e2 Re?#o*i#atio# 'f an organi$ation is not approved for full membership in Alian$a

&egional% it may present its nomination dossier again two years after the re7ection of its candidacy

C@ Co#7itio#( o Co#ti#ue7 Me*'er(6i& a#7 Cau(e( or Se&aratio#0


29/41

2C

/harter* Iincluded as Anne 1J as agreed in the )tatement of .rinciples of Alian$a &egional*

This includes(

1J =aving a clear mission% organi$ational structure% and decision5ma"ing processes

2J Acting in accordance with stated values and agreed5upon procedures

6J /omplying with governmental requirements for financial accounting and accountability

9J Developing and publici$ing annual reports on activities and outcomes

>J Developing effective accountability tools for donors and beneficiaries

@J =aving a governing body that oversees and evaluates the management of program and

budget% with written procedures covering the appointment% responsibilities% and terms of

members of the governing body% and preventing and managing conflicts of interest,

J Developing a quality control system that ensures users and sta"eholders that their

contributions% opinions% suggestions% and priorities will be heard and ta"en into account


30/41

60

ANNEX 4

INTERNATIONAL NON?GO-ERNMENTAL ORGANIZATIONS ACCOUNTABILIT/ C.ARTER

6o ;e are

!e% international non5government organi$ations I'+;OsJ signatory to this /harter% are

independent non5profit organi$ations that wor" globally to advance human rights% sustainable

development% environmental protection% humanitarian response and other public goods

Our organi$ations are proud and privileged to wor" across a wide range of countries and

cultures% with a diverse range of peoples and in varied eco5 and social and political systems

Our right to act is based on universally5recogni$ed freedoms of speech% assembly and

association% on our contribution to democratic processes% and on the values we see" to

promote

Our legitimacy is also derived from the quality of our wor"% and the recognition and support of

the people with and for whom we wor" and our members% our donors% the wider public% and

governmental and other organi$ations around the world

!e see" to uphold our legitimacy by responding to inter5generational considerations% public

and scientific concerns% and through accountability for our wor" and achievements

By signing this /harter we see" to promote further the values of transparency andaccountability that we stand for% and commit our '+;O to respecting its provisions

.o; ;e ;or


31/41

61

T6e C6arter( &ur&o(e

This /harter outlines our common commitment to ecellence% transparency andaccountability To demonstrate and build on these commitments% we see" to(

P identify and define shared principles% policies and practices,

P enhance transparency and accountability% both internally and eternally,

P encourage communication with sta"eholders, and

P improve our performance and effectiveness as organi$ations

!e recogni$e that transparency and accountability are essential to good governance%

whether by governments% businesses or non5profit organi$ations

!herever we operate% we see" to ensure that the high standards which we demand of othersare also respected in our own organi$ations

The /harter complements and supplements eisting laws 't is a voluntary charter% and

draws on a range of eisting codes% norms% standards and guidelines

!e agree to apply the /harter progressively to all our policies% activities and operations The

/harter does not replace eisting codes or practices to which signatories may also be party%

ecept as specified by them 'ts adoption does not prevent signatories from supporting or

using other tools to promote transparency and accountability

!e will refine the /harter through eperience% ta"ing into account future developments%

particularly those that improve accountability and transparency

Our (ta


32/41

62

principles of this /harter

Pri#ci&"e(

Respect for Universal Principles

'+;Os are founded on the rights to freedom of speech% assembly and association in the

8niversal Declaration of =uman &ights !e see" to advance international and national laws

that promote human rights% ecosystem protection% sustainable development and other public

goods

!here such laws do not eist% are not fully implemented% or abused% we will highlight these

issues for public debate and advocate appropriate remedial action

'n so doing% we will respect the equal rights and dignity of all human beings

Independence

!e aim to be both politically and financially independent Our governance% programs and

policies will be non5partisan% independent of specific governments% political parties and the

business sector

Responsible advocacy

!e will ensure that our advocacy is consistent with our mission% grounded in our wor" and

advances defined public interests

!e will have clear processes for adopting public policy positions% Iincluding for partners

where appropriate%J eplicit ethical policies that guide our choices of advocacy strategy% and

ways of identifying and managing potential conflicts of interest among various sta"eholders

Effective Programs

!e see" to wor" in genuine partnership with local communities% +;Os and other

organi$ations aiming at sustainable development responding to local needs

Non-Discrimination

!e value% respect and see" to encourage diversity% and see" to be impartial andnondiscriminatory in all our activities To this end% each organi$ation will have policies that

promote diversity% gender equity and balance% impartiality and non5discrimination in all our

activities% both internal and eternal

Transparency

!e are committed to openness% transparency and honesty about our structures% mission%

policies and activities !e will communicate actively to sta"eholders about ourselves% and

ma"e information publicly available


33/41

66

Re&orti#%

!e see" to comply with relevant governance% financial accounting and reporting

requirements in the countries where we are based and operate

!e report at least once a year on our activities and achievements &eports will describe

each organi$ation#s(

P


34/41

69

P A regular general meeting with authority to appoint and replace members of the

governing body

!e will listen to sta"eholders# suggestions on how we can improve our wor" and will

encourage inputs by people whose interests may be directly affected !e will also ma"e it

easy for the public to comment on our programs and policies

Ethical Fndraising

Do#or(!e respect the rights of donors( to be informed about causes for which we are fundraising, to

be informed about how their donation is being used, to have their names deleted from

mailing lists, to be informed of the status and authority of fundraisers, and to anonymity

ecept in cases where the si$e of their donation is such that it might be relevant to ourindependence

U(e o Do#atio#('n raising funds% we will accurately describe our activities and needs Our policies and

practices will ensure that donations further our organi$ation#s mission !here donations are

made for a specific purpose% the donor#s request is honored 'f we invite the general public

to donate to a specific cause% each organi$ation will have a plan for handling any shortfall or

ecess% and will ma"e this "nown as part of its appeal

Git( i#


35/41

6>

!e see" continuously to improve our effectiveness !e will have defined evaluation

procedures for our boards% staff% programs and pro7ects on the basis of mutual

accountability

Pu'"ic Critici(*

!e will be responsible in our public criticisms of individuals and organi$ations% ensuring such

criticism amounts to fair public comment

Part#er(

!e recogni$e our that organi$ational integrity etends to ensuring that our partners also

meet the highest standards of probity and accountability% and will ta"e all possible steps to

ensure that there are no lin"s with organi$ations% or persons involved in illegal or unethicalpractices

.u*a# Re(ource(

!e recogni$e that our performance and success reflect the quality of our staff and volunteers

and management practices% and are committed to investing in human resource development

&emuneration and benefits should stri"e a balance between public epectations of voluntary5based%

not5for5profit organi$ations and the need to attract and retain the staff we need to fulfill our mission

Our human resources policies see" to conform fully with relevant international and national labor

regulations and apply the best voluntary sector practices in terms of employee and volunteer rights

and health and safety at wor" =uman resources policies will include procedures for evaluating the

performance of all staff on a regular basis

Bri'er5 a#7 Corru&tio#

=uman resources policies will specifically prohibit acts of bribery or corruption by staff or

other persons wor"ing for% or on behalf of% the organi$ation

Re(&ect or Sexua" I#te%rit5!e condemn seual eploitation% abuse and discrimination in all its forms Our policies will

respect seual integrity in all our programs and activities% and prohibit gender harassment%

seual eploitation and discrimination

6i(t"e?'"o;er(taff will be enabled and encouraged to draw management#s attention to activities that may

not comply with the law or our mission and commitments% including the provisions in this

/ode


36/41

6@

ANNEX IIAD-OCAC/ STRATEGIES AND ACTI-ITIES

::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::

AREAS OF AD-OCAC/

.ori$o#ta"

Coo&eratio#

A7vocac5 7irecte7

at t6e State

I#ter#atio#a" a#7

Re%io#a" Bo7ie(

Ot6er( #o#?

*e*'er

or%a#i$atio#(H

ot6er #et;or


37/41

6

hearing the opinion

of Alian$a &egional or

of some of its

members on

casesGsituations

Trai#i#% a#7

Tec6#ica"

A((i(ta#ce

These are activities

aimed at acquiring

"nowledge andcapacity to better

promote freedom

of epression and

access to

information

Dynamic( These

activities are

implemented at

the proposal of the

or of an

organi$ation

Actors( Two or

more member

organi$ations

participate as

receivers or

providers of the

cooperation

Types of possible

strategies( !or"

meetings%

wor"shops%

echanges of

eperiences%

technical

assistance for

writing

presentations

Iamicus% legislative

etcJ, assistance in

the design and

review of legal

bills% follow5up on

implementation of

laws on access to

information,

wor"shops on

access to

information

Dynamic( This is

training aimed at or

received from

public sectors

These activities can

be proposed by the

members or by the

% as long as the

is coordinating the

implementation

Actors( ecutive%

Qudicial andGor

?egislative branch

Types of possible

strategies(

.resentation of

international

standards for the

promotionG

implementation of

laws

Dynamic( This may be

the training of

agencies% members%

or participants in

regionalGinternational

bodies, or trainings

provided by these

groups to members

of Alian$a &egional

.articipation in these

trainings occurs at

the request of the

internationalGregional

organi$ations, or as a

result of a proposal

made by member

organi$ations and

steps ta"en by the

Actors(


38/41

6

freedom of

epression% access to

information% and

similar issues

Co**u#icatio#(

or A7vocac5

/ommunications

here is understood

as a tool for

reaching the

substantiveob7ectives of

Alian$a &egional

and its member

organi$ations Inot

the institutional

communication of

Alian$a &egional

andGor its

administrationJ

Dynamic( These

Alian$a &egional

communications

are efforts to

disseminate the

networ"#s

collective position

in order to eert an

influence on how

laws or public

policies are

handled They may

arise out of specific

local demands

from members or

because the has

identified a

particularly critical

moment in time for

such

communications

Actors(


39/41

6C

institutional

positions on the

freedom of

epression and

access to

information

epression and

access to

information

Lo''5i#% a#7

*eeti#%( ;it6


40/41

90


41/41

strategies(

.roducing

documents that

systemati$e the

regional situation

on topics of

interest for Alian$a

&egional, minimum

standards,

barometer,

assessments,

situation reports%

study documents,

etc

information, The

AB&

institutional policies alianza regional

Documents