The proposed certification for standards is an institutional
learning and capacity strengthening process for NGOs/CSOs. It sets up
guidelines for the adoption of structures and systems that help organizations
mature , become accountable and transparent.
Organizations qualifying for certification would have
added value and a marketing brand for their organization as it demonstrates
that its core values and ethical systems set it apart from others. This should
make the organization more attractive for partnerships with donors, government
and other stakeholders. The certification provides a basis for external
stakeholders interested in doing work in
Step 1
Organizations applying for certification the to the Ghana NGO/CSO Quality standards for Excellence will have attended a standards workshop/clinic to learn about the standards; assessment tools and the certification process.
Participants will be provided with:
Organizations will work with its staff and members to undertake an internal diagnosis using the assessment tool as the guideline. For a period of one month organizations intending to apply for certification will have worked to meet compliance to the standards.
Organization will work with the project secretariat for any assistance for the internal review. Secretariat staff will be available for questions and informal review of materials before the deadlines. The goal of the project is for applicant organizations to be certified.
Organizations which have gone to the internal review process qualify as peer reviewers.
The organization
then submits an application to the
Standards Commission through the Secretariat. In application, organization will
commit to the peer review process; will nominate one organization it has
selected as its peer reviewer; and confirm its availability to be on the list
of peer reviewers.
To facilitate the process, organizations will include in the application package materials that demonstrate the organization’s adherence to each of the standards. Sample documents will be described in the assessment tools and checklist. For example, appropriate documents might include the mission statement and the minutes of the board meeting in which the mission statement was most recently reviewed. Other documentation can include narrative descriptions of current activities, copies of internal personnel policies, the most recent IRS form etc.
Step 2
The Secretariat staff reviews the application thoroughly and follows up with the organization if portions are missing or need further clarification.
The Secretariat staff also conducts a community standing assessment of the applicant organization, which can include searches on the internet, review of local and regional newspapers, informal questions and informal information gathering in the community. At no time, however, will the confidentiality of applicant organizations be compromised.
Who sees the application?
The Secretariat administrative and programme staff initially review the application; every effort will be made to keep confidential those organizations submitting applications, as the programme is entirely voluntary and organizations not approved for certification will not be publicly disclosed.
What if the application is incomplete or staff members have questions?
Any initial concerns about the completeness or quality of the application are immediately conveyed to the applicant organization, which then has the opportunity to amend the contents, explain, and/or expand on any portions in question.
Can an organization waive some of the Standards?
Any Standard that the applicant organization believes is not applicable may be marked N/A by the applicant organization. Staff will verify that this designation is accompanied by documentation or narrative that explains the rationale is appropriate with respect to the organization’s mission and the spirit of the Standards.
Can an organization use other certifications it achieves to meet some of the Standards?
The Secretariat staff will work with an organization to determine how an organization’s alternative certification programme meets the criteria of the Standards.
Step 3
The Standards Commission will appoint two additional peer reviewers from a list of organizations. A team of three peer reviewers will read and evaluate each application as well as visit the organization. Peer reviewers are volunteers who have extensive experience in non-profit management. To the extent possible, peers who have experience with organizations that are similarly sized will conduct the review and teams will ideally consist of reviewers with diverse areas of ideas expertise.
Applicant organizations are supplied with a list of peer reviewers and have the opportunity to deselect reviewers in order to avoid conflict of interest. Peer reviewers sign conflict of interest forms for each application and for the confidentiality of the programme as a whole.
Organizations of peer reviewers will not be reviewed by organizations they have reviewed.
What is the peer review process?
• Peer Review. ‘In broad
terms, peer review means the evaluation of the quality of the performance of
individuals or groups by peers or colleagues using implicit or explicit
criteria’.
Each member of the peer review team evaluates the applicant organization , noting any contents or questions. The team will then submit a joint report and recommendation to the Standards Commission. Within fifteen days of receipt of report,, the team and the Secretariat staff member will meet to discuss and make final recommendations for the Standards Commission. The Secretariat staff will work with the peer reviewers to gather any additional information needed and will finalize a brief report outlining the results of the review and a recommendation for certification or otherwise.
What about non-standard practices or disagreeing among the reviewers?
Only 2 of the 3 reviewers need to agree on any decision about the application, including whether to submit application to the Standards Commission for award of certification seal. If the team recommends that an applicant be awarded certification, the recommendation is taken to the Standards Commission for final review and a decision.
Step 4
The Standards Commission determines whether an applicant receives the Standards for Excellence[1] certification seal. Standards Commission members are volunteers who are appointed by the Ghana Country Team. These individuals have many years of experience in management within the non-profit sector.
The Commission may accept the application as presented, request changes in order to consider acceptance, ask for additional information or modification, or accept the application with minor modifications to be completed by the three reviewers.
Applicant organizations are notified in writing and receive a quality seal certificate as soon as possible after the decision of the standards commission. Public announcement of successful applicants is by posting on a proposed website for the Ghana NGO/CSO Standards for Excellence. The groups who achieve certification in any one year will be recognised at the following update of the website and in the print media.
What if the Standards Commission disagrees with the peer reviewers’ decisions?
If the team recommends that an organization be awarded certification, but the Standards Commission decides against it, the organization will be notified that it will not be certified. A secretariat staff member will write a brief report outlining the reasons for the decision and will communicate this in writing to the organization. Applicants will be given a list of factors which resulted in the recommendation and will be notified that they can apply for reconsideration if they file a written request addressing each factor and provide supporting documentation where requested by the staff.
What is the appeal process if an applicant organization is not certified by the Standards Commission?
1. Applicant organizations have one level of appeal: appealing the team’s decision to the Standards Commission. Candidates for certification can appeal the decisions taken by the SC to award or not award a certificate. And the SC is obliged to hear appeal in reasonable time (3 months) and provide reasons for upholding or changing original decision.
Certified organizations are notified in writing of the award and are licensed to use the Standard for Excellence certification seal on their marking and other materials.
Step 5
Secretariat staff will follow up at 1 year with interviews and questionnaires for certified organizations.
At three years, organizations will be asked to undergo the recertification process.
What if something happens to the organization in the interim?
Although the
programme is not designed to be punitive, the Standards Commission retains the
right to withdraw certification if it learns of situations in a certified
organization that would compromise or damage the reputation of the Standards
project.