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WFTO Guarantee System Handbook Profile for new members February 14

11.1 Tools for the Guarantee System

11.1.1 a Membership Profile (for applicants1 wishing to join WFTO and its respective regional branch)

IntroductionAll applicants need to complete this Profile and sign the WFTO Code of Practice to become Provisional members. The Profile is updated by members every two years with their Self Assessment.

Once you have filled in this Profile, the first step in the application process is to be recommended by your regional office as a Provisional member. If agreed by the Board of WFTO you will need to complete a Self Assessment and undergo a Monitoring audit before being approved as a regional and global WFTO member (membership is global but includes regional membership).

This Profile consists of an introductory section where you include your reasons for becoming a member, nominate referees and then fill in two sections:

1) Details of your organisation and business.

2) Additional data needed for recognition of other systems, risk analysis and marketing.

WFTO hopes that this Profile can be used by you also to send information to buyers/suppliers who request details of your organisation in order not to duplicate filling in of forms.

Please send the completed form and supporting documents to the following address:

WFTO Global Office: [email protected]

The Global Office will ensure your application is forwarded to and processed by your Regional Office.

In order for WFTO to process your application for membership, you will need to provide all the following documentation:

A copy of your constitution including Mission statement (if possible in English or Spanish).

A copy of your most recent Annual Report, if you have one.

A copy of the Financial Statement for the last two financial years (these should be audited accounts if this is a legal requirement for your country).

A signed copy of the WFTO Code of Practice.

Apart from this list of required documents, additional complementary documents may be requested to provide specific evidence.Applications must be completed in either English or Spanish. Make sure you send only complete applications. Please note that incomplete applications (missing documents) cannot be processed.

1 Organisations must have been in existence for at least 2 years before applying.

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mailto:[email protected]


Name of your organisation and country:

About your interest in WFTOPlease tell us, in a few sentences, why you would like to join WFTO

Do you wish to use the WFTO network to access market development opportunities or to source new products?

Yes No

Do you want to meet other members and share information/experiences?

Yes No

Do you wish to access credit, for pre-financing of production or trade activities?

Yes No

Do you wish to join our advocacy and promotional work, promoting Fair Trade Organisations and Fair Trade in general?

Yes No

Do you wish to take part in WFTO conferences (including workshops, seminars/trainings and product displays)?

Yes No

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Do you have any expectations of WFTO, not listed above? If yes, please state what these are in the text box below:

How does your organisation intend to contribute to the WFTO network? Please state how you wish to contribute in the text box below:

Do you currently buy from or sell to or work with any existing WFTO members? If yes, list the organisations and explain how you collaborate.

Your referencesPlease give below the names of three referee organisations who can support your application. At least one of these referees must be an existing WFTO member, ideally from your own country. If there are no members in your country, we will consider references from reliable sources that can vouch for your commitment to Fair Trade.

Organisation/Company and country

Contact Person Phone No. E-mail address WFTO member? yes/no?

+

+

+

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Section 1Please fill in all the parts that apply to you and indicate ‘not applicable’ where they do not apply.Tip: Within tables you can use the TAB key to quickly jump from field to field. All text fields will expand automatically if you need more space.

1. Contact Details2

Name of organisation as stated in your constitution

Acronym

Address

Postal Code

Country

Telephone Number

E-mail address, general

Website

Name of General Manager, Director or CEO

E-mail address of General Manager, Director or CEO

Name & job title of WFTO contact person

E-mail address

Skype ID of contact person (if available):

Person responsible for Guarantee System process

E-mail address

2 Your Organisation2.1 What is the legal status of your organisation? Please mark all that apply:

Co-operative or co-operative union

Private company

Non-governmental organisation

Government agency / company

Not for profit organisation:

Institution (e.g. university, research facility)

2 It is your responsibility to inform WFTO of any changes in contact details between Self Assessment dates.

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Association

Foundation

Community based group

No legal status yet

Other (please describe):

Please explain if there are certain reasons behind your choice of a particular legal status:

2.2 Which of the following activities apply to your organisation (mark all that apply):

Core activities

Other activities

Export

Import

Domestic / local market

Wholesale / distribution

Retail

Mail order

Production / processing

Business support services / training

Microcredit / finance

Educational programmes

Capacity building programs; producer assistance programs

Advocacy and Campaigns relating to Fair Trade

Promotion of Fair Trade and its principles

Consultancy

Coordination of a network

Communications / Press and PR

Other activities (please specify):

2.3 Please mark the box that describes your organisation best:

A primary producer organisation (co-op, community group, small enterprise or family workshop)

A second level producer organisation (e.g. cooperative union)

An intermediary, marketing or export organisation

A Fair Trade import organisation

A Fair Trade support organisation

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A Fair Trade Network

Other (if so, please describe):

2.4 Describe the governance and operational structure of your organisation and briefly comment on the way you are organised:

Please insert your organisation chart or send it in attachment.

2.5 Please give a brief history of your organisation (or send an attachment):

Year of foundation3

Reasons for its foundation

Brief history

2.6 What are your current commercial objectives?

2.7 What are your current social objectives?

2.8 Is your organisation linked to a support organisation (foundation, NGO or development organisation)? No Yes (if you ticked YES, please give brief details

in the table below)

Name of the organisation

Legal status (foundation, association, NGO, etc.)

Are you legally separated from this organisation?

Yes No

Mission of the organisation

Please explain briefly the current relationship between the foundation or developing organisation and your organisation

Projects or activities that your organisation and support organisation are working on together

3 Organisations must have been in existence for at least 2 years before applying.

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2.9 Are you a member of, or registered with any of the following (please indicate):

Specify: Since:

Other Fair Trade certification systems such as FLO, IMO Fair for Life, Bio-Equitable (Ecocert) etc.

WFTO country network or other Fair Trade networks (please specify):

Other regional or national networks (please specify those you consider to be most important to you):

2.10 Which organisations (Fair Trade Organisations, Fair Trade buyers/suppliers4, support organisations, NGOs, etc.) do you have a special relationship with?

Organisation Kind of organisation (NGO, FTO)

Since when?

Type of cooperation (trading, producer support, product development, special agreements etc.)

3. People who work in and with YOUR organisation3.1 In the case of cooperatives, associations, networks and membership

organisations:

What are the conditions to become a member?

What rights do members have?

What responsibilities do members that are part of your organisation have?

4 Fill in question 3.6 to give details of suppliers and producer groups you work with.

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3.2 Please tell us about the number of people your organisation employspermanently (e. g. staff people, workers):

Number of men:

Number of women:

3.3 Please indicate their responsibilities within your organisation and indicate number of personnel (male / female) for each of the following areas (add rows if needed):

Working areas / responsibilities Male employees Female employees

Production / Processing/ Packing

Design / Product development

Quality control

Administration

Management

Finance / Accounts

Marketing / sales

Producer support

Advocacy / campaigning

Other (please specify):

Board/Management Committee members

3.4 Does your organisation employ casual / seasonal labourers? Yes No

If yes, please state how many casual / seasonal workers you employed during the last year (approximately):

Number of men

Number of women

What are the main tasks of these casual / seasonal labourers? What is the average duration of their working contract?

3.5 For primary producer organisations only:

Please indicate the number of producer members (individual people) in your organisation:

Number of men:

Number of women:

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Please give a short description of your members (include social & economic situation, information about cultural and ethnic background, family situation, etc.).

For Southern marketing/export organisations only (questions 3.6 – 3.8):

3.6 Please indicate the number of producer groups/suppliers you work with on a regular basis:

Please give details of the producer groups or suppliers for export that you work with (e.g. workshops, family groups, co-operatives, groups of farmers, food processing groups, etc.) – see table below:

Name & type of group, e.g. family, coop, workshop.

Approx. no male members/workers/ producers

Approx. no female members/ workers/ producers

Location of groups/ workshops

Type of group e.g. small producers, ethnic minorities, refugees, differently abled, widows, etc. (specify and add approx % of each)

Product/s you buy from supplier

Approx volume you buy (based on last years’ turnover)

3.7 What percentage in your producer groups work from home/on their own farm?

Name of producer or group

Total number in group

Place of work % working at home/farm

Number working at home /farm

3.8 Do your producer groups or suppliers employ seasonal / casual labour? Yes No

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If yes and you have access to this information, please state how many casual / seasonal workers your producers groups/ suppliers employed during the last financial year (approximately and on average per group)Number of men: less than 10 10 – 20 more than 20 Number of women: less than 10 10 – 20 more than 20

What are the main tasks of these casual / seasonal labourers?

4. Products4.1 Please give a rough indication of the categories of products you sell.

At the end of this document you will find a detailed list of product lines with space for comments on production, export, wholesale and retail capacity (“List of Product Lines”). Please complete this list.

4.2 How do you calculate the selling price of your products? Give an averagebreakdown from raw materials through to F.O.B. (exporters) and from purchase to retail (importers) including all related costs:

Description (e.g. labour, raw materials, etc.) Percentage

Selling price 100%

4.3 What is the difference between your purchase price and selling price for your main products:

Product line Margin %

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4.4 Do you have a policy regarding the sourcing of your ingredients / raw materials? Yes No

If yes, please specify:

4.5 Does your organisation have a quality assurance or quality control system? Yes No

If yes, please describe:

4.6 Does your organisation have other international quality standards / certifications (such as ISO, HACCP, other organic certification etc.)?

Yes No

If yes, please specify:

5. Your Business5.1. What was the gross turnover (marketing and import organisations) / gross income

(producer organisation, FT network or support organisation) and profit or loss of your organisation in EUR (€) or USD ($) for the last three financial years5?

Year Gross turnover exclusive of taxes/gross income

Net profit / loss after tax

USD/EUR (please choose)

5.2 How was any profit spent?

For Trading/Marketing Organisations only (questions 5.3 – 5.8)

5.3 What is the percentage of your sales volume / gross sales in relation to your turnover? % of turnover

5.4 What percentage of your products are not Fair Trade products6?

5 Please use the last day of your last financial year to calculate the currency convertion rate using e.g www.oanda.com6 i.e. a product which is not part of your Fair Trade range but which you source from other suppliers to broaden your range of products. Please note the supplier’s practices need to be ethically sound, and you may not use the WFTO Product Label on these products.

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http://www.oanda.com/


5.5 Please specify your sales channels, distinguishing between Fair Trade buyers and conventional buyers:

Sales channel Amount of Fair Trade sales (i.e. to WFTO members, under FLO, Fair for life, etc.)

Amount of Conventional sales (sales to commercial buyers)

Currency USD/EUR (please choose)

Total percentage (Fair Trade & conventional)

Export

Domestic

Total 100%

Wholesale

Retail

Mail order

Ecommerce

Other

Total 100%

5.6 Do you have any debts owed to producers/suppliers that are more than 6 months old? Yes No If yes, please give brief details:

5.7 Do you export directly? Yes No If not, please name your export channel:

5.8 Which countries do you currently export to?

For Fair Trade Support Organisations or Networks only (questions 5.9 – 5.15)

5.9 Please give your income per service during the last year:

Type of serv ice Funded by Donors

Paid by client Amount and currency USD/EUR (please choose)

Business Management Consultancy to Fair Trade producers

Financial services to Fair Trade Producers

Capacity Building to Fair Trade Producers

Other services:

Please specify what “other” means:

Total:

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5.10 What percentage of your support goes to Fair Trade organisations?

5.11 What other kinds of organisation do you support?

5.12 In which countries are your target groups/partners/clients located?

5.13 If you are a Support Organisation, what criteria do you use to identify which groups/organisations/people will benefit from your support services?

5.14 How many organisations or groups have benefited from your Fair Trade Support services over the last year: groups

5.15 Roughly how many disadvantaged individuals have benefitted: people

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Section 2

6. Recognition of other systemsWFTO may recognise your certification by another FT system and their audit report may wholly or partially replace your WFTO audit.

6.1 Do you produce or sell products with a particular Fair Trade certification label (FLO, IMO Fair for Life, EcoCert, etc.)?

Yes No Not applicable

If YES, please explain below what you are certified for and who the certifying body is7:

When does this certification expire?

6.2 Do you produce or sell products with an organic label?

Yes No Not applicable

If YES, please explain below what you are certified for and who the certifying body is:

7. Risk Analysis dataAll members are subject to a risk analysis, which will determine the level of monitoring required - see Ch 7 Overview in the Guarantee System Handbook.

7.1 For an export organisation, how many producer groups do you buy from?

7.2 For an import organisation, how many suppliers of FT products do you buy from?:

WFTO or verified by other Fair Trade scheme8 Non Fair Trade verified

7.3 What percentage of your suppliers are intermediary organisations (i.e. not primary producers)? %

7.4 What percentage of these intermediaries are not verified under any FT scheme? %

7.5 Describe the internal control system you have in place to check non verified suppliers.

7 You will need to send copies of certificates and audit reports with your Profile if you wish the auditing from this to be recognised to substitute or partially sibstitute your WFTO Monitoring audit.8 Please see GS Handbook Ch 6.3.2 for list of recognised FT schemes.

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7.6 How many product lines (main categories) do you have? 1 – 1011 – 2021 – 30

More than 30

7.7 What percentage of your primary products (in terms of value) come from non FT verified sources (either WFTO or other FT scheme)? %

7.8 What percentage of your products do you intend to use the WFTO Product Label on? %

8. Additional data for impact and marketing8.1 Does your organisation use volunteers?

Yes No

If you answered YES, please state (approximately) how many volunteers worked for you at the busiest time in the last financial year:

Number of men

Number of women

8.2 What are the tasks of these volunteers?

8.3 What are the benefits you offer them?

8.4 If you are a retailer or have retail outlets (import or national), please fill in the table below:

Number of Stores Total sales volume of all stores (exclusive of taxes)

USD/EUR(please choose)

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LIST OF PRODUCT LINES

Please fill in the product list below to answer the following questions:

Box “Product lines”What are the main product lines you buy or sell? Please tick all product categories that apply.

Box “Comments”Use the spaces provided for “Comments”, to give extra details of the products you supply or buy in that product line. There is no limit to the number of products you enter. The extra information you enter in the comments box makes it possible for our database to run specific searches and provides an excellent quality of data.

Box “Export”:Which product lines do you export? Tick the categories that apply.

Box “Approximate Capacity”:What is your approximate buying/production capacity per product line?

Product-lines Comments Export Approx. capacity

1. FOOD

1.1. Beverages/ to drinkcoffee(any type of beans or processed coffee, like coffee drink or concentrate, instant, decaffeinated etc.)teae.g. leaves, bags, type, decaffeinatedcocoa drinkse.g. instant hot chocolate, chocolate milkjuice, syrup, concentratee.g. concentrated orange juice, lemon cordialalcohole.g. white wine, red wine

1.2. Cooking ingredients /raw materialhoneye.g. pollen honey, dark honey, packagedcocoabasic components used to make a processed or cooked product, e.g. type and quality of beansugare.g. type and packagingcereals / grainse.g. raw oats, grainsricee.g. white, brown, type, weight, packagingpulsese.g. lentils, beans, type of packagingpastase.g. spaghetti, tagliatelli, type of packagingspices, herbse.g. cumin, paprika, basil, type of packaging

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oil, vinegare.g. olive oil, white wine vinegarspecialitiesany basic cooking ingredient not covered by other categories

1.3. Snack productsbakery itemsEuropean style snacks / breakfast snacks, e.g. biscuits, cakes, type of packagingvarious sauces or spreadse.g. peanut butter, jamchocolatee.g. type, weight , packagingother confectionary and candye.g. candy or sweets (not chocolate)snack barse.g. muesli bars, type of packagingnutse.g. cashew nuts, peanuts, shelled, type of packagingdried and fresh fruite.g. banana chips, raisins, .type of packagingprocessed breakfast cerealse.g. muesli, cornflakes, type of packaging

1.4. Other foodother foodany processed product not covered by the other food categories

2. NON FOOD

2.1. Toiletriescosmetics & personal hygienee.g. sponges, loofahs, bath oilsperfumes, incense and essential oilse.g. perfume, incense

2.2. Fashionjewellerye.g. bracelets, necklaces and earringsclothese.g. tops, skirts, jacketspersonal accessoriese.g. handbags and hair-bands

2.3. Householdbasketse.g. coir and wicker basketsfurnituree.g. chairs, tablescrockery and glasswaree.g. plates, mugs and glassesart or decorative items for the homeitems for the home, e.g. hangings, paintings, ornaments

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stationery and office materiale.g. cards, paper, handmade paper, in-boxother household accessoriesany not covered by previous categorieskitchen textilese.g. towels, aprons, tableclothsbedroom textilese.g. pillows, bedding, matching bedroom curtainsother textiles for the homee.g. rugs, curtains

2.4. Leisure and playtoyse.g. any toys for children, stuffed or woodenfamily gamese.g. board gamesmusic instrumentse.g. pipes, harps, drumssport itemse.g. footballs, balls, skipping ropes

2.5. Otherother non foodany other non-food products that have not been covered by previous categories

3. OTHER

3.1. Communication productscampaign materiale.g. any promotion material for specific campaigns

3.2. otherother promotional materiale.g. any other promotional products that do not fit into the "campaign material" categories

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Date of completion of this form:

Name of person completing this form:

Function of person completing this form:

I understand that once my organisation becomes a member of WFTO, the information provided in this form is shared with other WFTO members (through the WFTO members-only website, among other possible means).

Signature of MD (or equivalent):

Print name

Date

Thank you for completing this form!

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