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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 Expresin e Informacin%*1 compiled by +atalia Torres, and )La Alianza Regional para la Libertad de Expresin e Informacin ante el desafo de su institucionalizacin,*2 by 'n-s .ousadela and Anabel /ru$ !e also conducted interviews with the 01ecutive 2ecretariat to learn about the Alian$a &egional3s e1perience of coordinating its wor" during its five years of e1istence 4inally% in order to assess the organi$ational histories of other international networ"s% we conducted a web5based survey and used the Open 2ociety '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 e1plicit 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 e1ecution 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 e1perience accumulated during the Alian$a &egional3s years of collective wor"% our goal is to offer a light governance structure that can be effectively grasped by the members, a dynamic and fle1ible management model, a membership policy consistent with the current state of the networ" and the wor" profiles of its members, some rules of conduct that will ensure healthy coordination between the various organi$ations and help to resolve possible conflicts, a statement of shared ob7ectives% principles% and values that safeguards the
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)Reports of Alianza Regional por la Libre Expresin e Informacin* )Alianza Regional por la Libre Expresin e Informacin and t e c allenge of its Institutionalization*

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

common spirit guiding all of the members of Alian$a &egional, and a simple code of ethics describing the conduct e1pected of the members and the management team 't must be emphasi$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 01ecutive 2ecretariat that wor"s full5time to identify relevant advocacy spaces for the networ" and to complete the administrative and communications tas"s of Alian$a &egional The geographic autonomy of the 01ecutive 2ecretariat is guaranteed in that it has no fi1ed offices and is not housed in the facilities of any of the member organi$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$a &egional will be registered in 8ruguay under the laws regulating international civil associations there 4inally% while the rules establish that decisions in the .lenary are made by a simple ma7ority% this proposal establishes the need for a special two5thirds ma7ority to modify the 'nstitutional .olicies of Alian$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

INSTITUTIONAL POLICIES !ALIANZA REGIONAL POR LA LIBRE EXPRESIN E INFORMACIN+

::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::
TABLE OF CONTENTS Pa%e

1 OB,ECTI-ES OF ALIANZA REGIONAL 1 1 ;eneral Ob7ective 1 2 2pecific Ob7ectives 2 6

STATEMENT OF PRINCIPLES GO-ERNANCE BODIES 6 1 2tructure 6 1 1 .lenary 6 1 2 01ecutive /ommittee 6 1 6 0thics /ommittee 6 1 9 <embership and =iring /ommittee 6 1 > /ommittee on 4reedom of 01pression and Access to 'nformation 6 2 &esponsibilities 6 2 1 .lenary 6 2 2 01ecutive /ommittee 6 2 6 0thics /ommittee 6 2 9 <embership and =iring /ommittee 6 2 > /ommittee on 4reedom of 01pression and Access to 'nformation 6 6 Operation 6 6 1 .lenary 6 6 2 01ecutive /ommittee 6 6 6 0thics /ommittee 6 6 9 <embership and =iring /ommittee 6 6 > /ommittee of 4reedom of 01pression and Access to 'nformation ADMINISTRATI-E STRUCTURE <anagement Body 0lection of the 01ecutive 2ecretary ?ength of <andate Accountability 4unctions &esidence .ersonnel .olicy &emunerations .rocedures for hiring 2ecretariat employees and e1ternal consultants

9 91 92 96 99 9> 9@ 9A 9B 9C

> RULES OF CONDUCT > 1 /ommitment to /omply and Obligation to &eport

>2 >6 >9 >> >@ >A

'nformal /onflict &esolution <odification of 'nstitutional .olicies &epresentation at Alian$a &egional 8se of 'nformation .articipation in <eetings Annual .lenary <eeting

@ INTERNAL OPERATIONS @ 1 2pheres of 'ntervention @ 2 Types of 'ntervention

@ 2 1 2trategic ?itigation Actions @ 2 1 1 =ori$ontal /ooperation @ 2 1 2 The 2tate @ 2 1 6 'nternational and &egional Bodies @ 2 1 9 Other Arenas and Actors @ 2 2 Training and Technical Assistance @ 2 2 1 =ori$ontal /ooperation @ 2 2 2 The 2tate @ 2 2 6 'nternational and &egional Bodies @ 2 2 9 Other Arenas and Actors @ 2 6 /ommunication for Advocacy @ 2 6 1 =ori$ontal /ooperation @ 2 6 2 The 2tate @ 2 6 6 'nternational and &egional Bodies @ 2 6 9 Other Arenas and Actors @ 2 9 ?obbying and <eetings with Dey Actors @ 2 9 1 =ori$ontal /ooperation @ 2 9 2 The 2tate @ 2 9 6 'nternational and &egional Bodies @ 2 9 9 Other Arenas and Actors @ 2 > Applied &esearch @ 2 > 1 =ori$ontal /ooperation @ 2 > 2 The 2tate @ 2 > 6 'nternational and &egional Bodies @ 2 > 9 Other Arenas and Actors 'nterventions about ?ocal 'ssues Eisibility of Alian$a &egional 'nterventions Bilateral Activities among <ember Organi$ations Eisibility of +etwor" <embership Other Activities of <ember Organi$ations FUNDING

@6 @9 @> @@ @A

B CODE OF ET.ICS B 1 ;eneral /riteria

>

B11 B12 B16 B19 B1> B1@

/onflicts of 'nterest &estricted 'nformation .articipation in other Organi$ations or +etwor"s Discrimination ;ifts Other +on5compliance 'ssues

B 2 .rocedures B 2 1 Transparency in Decision5ma"ing B 2 2 Obligation to &eport B 2 6 /omplaints .rocedure B 2 9 /onsideration of /omplaints B 2 > <a"eup of 0thics Tribunal B 2 @ Obligation to +otify B 2 A Opportunity to /onsult B 2 B &esolution of /ase B 2 C /ase where /onflict is 4ound B 2 10 /ase where /onflict is not 4ound B 2 11 /onstitution of an 01ternal Tribunal B 2 12 .rocedures for /onstitution and Operation of 01ternal Tribunal C C1 C2 C6 C9
MEMBERS.IP POLIC/ /onsideration of Fualitative and Fuantitative /riteria 2ubstantive and 4ormal Aspects Annual <embership Dues &ights and Obligations of <embers C 9 1 &ights

C92

Obligations

C > .rocedure for Bringing +ew <embers into Alian$a &egional C > 1 4irst 2tage( .resentation of .rerequisites C > 2 2econd 2tage( 'ncorporation as an Observer Organi$ation C > 6 Third 2tage( 'ncorporation as a 4ull <ember C > 9 4ourth 2tage( &e5+omination C @ /onditions of /ontinued <embership and /auses for 2eparation C @ 1 !or" in the Area of 4reedom of 01pression and Access to 'nformation C @ 2 Organi$ational /ommitment to Alian$a &egional C @ 6 .articipation in the ;overnance Bodies C @ 9 4ailure to .ay Annual <embership Dues C @ > Transparency and Disclosure of 4unding 2ources C A Transitory /lause
ANNEX I0 'nternational +on5;overnmental Organi$ations Accountability /harter ANNEX II0 Advocacy 2trategies and 'ntervention Actions

OB,ECTI-ES OF ALIANZA REGIONAL

1 1 Ge#era" O'1ective2 To 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 e1pression in their countries and in the region of the Americas 1 2 S&eci ic O'1ective(2 1 2 1 4acilitate the presence and participation of member organi$ations in regional and international arenas 122 4oster cooperation and e1changes of e1periences and information among member organi$ations in order to strengthen their local andGor regional leadership in matters of freedom of e1pression and access to information

STATEMENT OF PRINCIPLES

)Alian$a &egional por la ?ibre 01presiHn e 'nformaciHn* is a networ" of independent% non5partisan% and non5profit non5governmental organi$ations that aspires to strengthen the capacity of its member organi$ations to promote better practices and legislation on access to information and freedom of e1pression in their countries and in the region !e wor" from the perspective of the defense of democracy and human rights% the latter understood in the terms set forth in the 8niversal Declaration of =uman &ights% the 'nter5American /onvention on =uman &ights% and the norms and conventions associated with these instruments, reaffirming the conviction that freedoms of e1pression and information are essential for democratic societies and for the practice of respect for human rights% which must be recogni$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 Anne1 'J with the ob7ective of signing on to it as short a term as possible 2igned in :::::::::::::::: on :::::::::::::: of 2011

GO-ERNANCE BODIES

3040 Structure0 The governance structure of Alian$a &egional is composed of five bodies( 6 1 1 P"e#ar52 <ade up of all of the member organi$ations 6 1 2 Executive Co**ittee2 /omposed of > people who belong to organi$ations located in different countries% striving for the best balance possible in geographic representation 'ts members are elected by a simple ma7ority of the .lenary% from among self5nominated candidates Their mandate is for 2 years% with a partial renewal of 2 members each year 0ach organi$ation can be reelected to the committee only once in consecutive periods

6 1 6 Et6ic( Co**ittee2 /omposed of > people belonging to organi$ations located in different countries% striving for the best balance possible in geographic representation 'ts members are elected by a simple ma7ority of the .lenary% from among self5nominated candidates Their mandate is for 9 years% with the partial renewal of 2 members every 2 years 0ach organi$ation can be reelected to the committee only once in consecutive periods

6 1 9 Me*'er(6i& a#7 .iri#% Co**ittee2 /omposed of 6 people belonging to organi$ations located in different countries% striving for the best balance possible in geographic representation Their members are elected by a simple ma7ority of the .lenary from among self5nominated candidates The mandate is for 9 years with partial renewal of 2 members every 2 years 0ach organi$ation can be reelected to serve on the committee only once in consecutive periods

6 1 > 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$ations located in different countries% striving for the best balance possible in geographic representation They are elected by a simple ma7ority of the .lenary from among self5 nominated candidates Their mandate is for 9 years% renewing 9 members I2 from each sub5 committeeJ every 2 years 0ach organi$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

3080 Re(&o#(i'i"itie( 6 2 1 P"e#ar50 't is the responsibility of the .lenary to( 6 2 1 1 Approve the financial balance sheet and the annual report drafted by the 01ecutive 2ecretariat, 6 2 1 2 0lect the leader of the 01ecutive 2ecretariat and committee members from among self5 nominated candidates, 6 2 1 6 Eote in new members of Alian$a &egional, 6 2 1 9 Approve changes to the internal rules of procedure of Alian$a &egional 6 2 1 > =old regular and special meetings as required, 6 2 1 @ Assume all functions as required by its legal articles of incorporation, 6 2 1 A Approve strategic guidelines for Alian$a &egional#s wor" on freedom of e1pression and access to information, 6 2 1 B Dismiss the director of the 01ecutive 2ecretariat in case of failure to fulfill his or her obligations or conduct conflicting with the provisions of the 'nstitutional .olicies of Alian$a &egional% after report from the 01ecutive /ommittee or the 0thics /ommittee 6 2 2 Executive Co**ittee0 't is the responsibility of the 01ecutive /ommittee to( 6 2 2 1 Approve the annual budget drafted by the 01ecutive /ommittee, 6 2 2 2 0nsure the sustainability of Alian$a &egional and the fulfillment of its ob7ectives, 6 2 2 6 0nsure compliance with the 'nstitutional .olicies of Alian$a &egional and suggest to the .lenary the modifications it considers necessary, 6 2 2 9 Thoroughly review the 'nstitutional .olicies every > years% with attention to their internal consistency and need for updating, 6 2 2 > <onitor and request reports and accountability from the 01ecutive 2ecretariat and the Technical /ommittee, 6 2 2 @ .rovide ongoing support to the wor" of the 01ecutive 2ecretariat and respond to its questions, 6 2 2 A Approve the wor" agenda proposed by the 01ecutive 2ecretariat if the 2ecretariat has not received action areas for the year from the /ommittees for 4reedom of 01pression and Access to 'nformation, 6 2 2 B 8pon request of the thematic committees% provide advice and guidance on topics that are part of Alian$a &egional#s wor" agenda, 6 2 2 C 8pon request of a member and the 01ecutive 2ecretariat% approve a reduction in the annual membership dues to be paid by the organi$ations, 6 2 6 Et6ic( Co**ittee 't is the responsibility of the 0thics /ommittee to( 6 2 6 1 'ntervene in and resolve all situations of non5compliance with the /ode of 0thics and any serious non5compliance with the principles or ob7ectives of Alian$a &egional 6 2 6 2 /omply with the deadlines% procedures% and notices established in the /ode of 0thics, 6 2 6 6 0stablish its internal rules of procedure for operation and notify the 01ecutive 2ecretariat so that these may be disseminated among the members,

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6 2 6 9 &espond to question from the 01ecutive 2ecretariat 6 2 9 Me*'er(6i& a#7 .iri#% Co**ittee0 't is the responsibility of the <embership and =iring /ommittee to( 6 2 9 1 0stablish the criteria and mechanisms for nominating and selecting the head of the 01ecutive 2ecretariat, 6 2 9 2 Eerify that organi$ations that aspire to become members of Alian$a &egional have fulfilled the requirements established in the membership policy% after these prerequisites have been chec"ed by the 01ecutive 2ecretariat, 6 2 9 6 &espond to questions from the 01ecutive 2ecretariat 6 2 > Co**ittee o# Free7o* o Ex&re((io# a#7 Acce(( to I# or*atio#0 't is the responsibility of the /ommittee on 4reedom of 01pression and Access of 'nformation to( 6 2 > 1 Determine the ma7or substantive wor" areas and the primary topics to be addressed in the upcoming period% according to guidelines approved by the .lenary% and send that wor" proposal to the 01ecutive 2ecretariat, 6 2 > 2 &espond to and provide answers to the questions of the 01ecutive 2ecretariat 3030 O&eratio# /ommittee meetings of Alian$a &egional can be held virtually Alian$a &egional will strive to provide funding for all member organi$ations that are up to date on their membership dues payments to be present at the regular annual meeting of the .lenary 6 6 1 P"e#ar50 The .lenary meets annually and ma"es decisions by simple ma7ority 't holds special sessions when requested by any of the committees or by 10 percent of the member organi$ations Based on suggestions of the 01ecutive /ommittee% the 'nstitutional .olicies of Alian$a &egional can be modified by a two5thirds ma7ority of those who attend a .lenary convened for that purpose% as long as there is a quorum of one5half plus one of the member organi$ations 6 6 2 Executive Co**ittee0 The 01ecutive /ommittee meets each semester and its decisions are made by a simple ma7ority 't has the obligation to be accountable to the .lenary through an annual report 6 6 6 Et6ic( Co**ittee0 The 0thics /ommittee meets at the proposal of the 01ecutive 2ecretariat% or to deal with complaints% presentations% or questions received 'ts decisions must be made unanimously 't has the obligation to be accountable to the .lenary through a written annual report !hen necessary% it will convene an e1ternal tribunal to resolve conflicts presented to them% and that tribunal must be made up of people not part of Alian$a &egional who are recogni$ed for their wor" in defense of human rights and transparency A tribunal of this nature must be convened when a complaint is lodged that involves the organi$ations that are serving on the 0thics /ommittee

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6 6 9 Me*'er(6i& a#7 .iri#% Co**ittee0 The <embership and =iring /ommittee meets annually to vote in )observer organi$ations* from among the candidate organi$ations that have already been evaluated by the 01ecutive 2ecretariat 't agrees on and activates the mechanisms and procedures to select any new director of the 01ecutive 2ecretariat and% in e1ceptional cases% meets if there is any vacancy in that position 'ts decisions must be made unanimously% and it must be accountable to the .lenary through a written annual report 6 6 > Co**ittee o# Free7o* o Ex&re((io# a#7 Acce(( to I# or*atio#0 The /ommittee on 4reedom of 01pression 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 fi1ed calendar year% the /ommittees on 4reedom of 01pression and Access to 'nformation will send to the 01ecutive 2ecretary 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 to begin 'f this does not occur in the period of time stipulated% the 01ecutive 2ecretariat will be able to draft an agenda of activities and submit it for approval to the 01ecutive /ommittee

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ADMINISTRATI-E STRUCTURE

9 1 Ma#a%e*e#t 'o75 The 01ecutive 2ecretariat is the only ongoing management body of Alian$a &egional 't does not have a physical location 'ts director is the 01ecutive 2ecretary and he or she may live in any country of the region 9 2 E"ectio# o t6e Executive Secretar5 The 01ecutive 2ecretary is elected by the .lenary through the mechanisms and procedures decided upon by the <embership and =iring /ommittee 9 6 Duratio# o Ma#7ate The 01ecutive 2ecretary has a four year term and he or she can only be reelected for one additional term =e or she may be dismissed from his o her responsabilities by the 0thics /ommittee in case of serious non5compliance with his or her obligations or in case of conduct that conflicts with the provisions of the 'nstitutional .olicies of Alian$a &egional 9 9 Accou#ta'i"it5 The 01ecutive 2ecretary is accountable for the performance of the 01ecutive 2ecretariat and for the use of funds received( 9 9 1 To the .lenary% through the annual management report and the financial report 9 9 2 To the 01ecutive /ommittee% through responses to their questions and observations, 9 9 6 To cooperation and funding agencies that contribute resources andGor funds for its wor"% through the mechanisms established by each agency 9 > Fu#ctio#( The 01ecutive 2ecretary is responsible for( 9 > 1 Officially representing Alian$a &egional, 9 > 2 0nsuring the proper functioning of Alian$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 01ecutive /ommittee 9 > 6 0valuating 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 2ecretariat( AJ Drafting the annual report of the 2ecretariat, BJ 2electing and designating hisGher wor" team, /J 0stablishing 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 01ecutive /ommittee in particular% access to these documents,

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0J /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$a &egional#s ability to act% the 01ecutive 2ecretary must once again request response to hisGher questions 'f response is still not forthcoming% the 01ecutive 2ecretary will be free to move on the proposal at hand% after notifying the 0thics /ommittee of the situation, 9 > > /oordinating the meetings of the committees and the .lenary( AJ /onvening meetings with the periodicity established in the 'nstitutional .olicies% or at a time unanimously requested by the members, BJ 2ending out the call for a special session within one wee" after receiving such a request% as indicated by the .lenary% and setting a date for that session within 60 days after receiving the request /J 2ending the agenda for each meeting to all of the members of the committee or to the responsible e1ecutive of each member organi$ation% depending on whether it is a meeting of a committee or of the .lenary% with sufficient time before each meeting, DJ Deeping 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 0J &ecording the nominations of organi$ations to fill vacancies in the committees and informing the 0thics /ommittee if this obligation is not met% after first notifying the corresponding organi$ation so that it can correct its mista"es 9 > @ !or"ing to achieve the goals of Alian$a &egional AJ Drafting the agenda of activities and the annual action plan% according to the guidelines provided by the thematic sub5committees, BJ Designing wor" proposals and see"ing sources of cooperation and funding to fund the activities of the institution, 7oint activities of its members, andGor those of the 01ecutive 2ecretariat, /J 'dentifying "ey moments that merit the intervention of Alian$a &egional, proposing strategies for intervention, and calling member organi$ations to participate, DJ 4ollowing up on whether member organi$ations have fulfilled commitments they made in the conte1t of Alian$a &egional activities so as to issue early warnings and prevent the occurrence of serious offenses, 0J !riting substantive reports on topics of interest, 4J <anaging internal and e1ternal communications, ;J Disseminating any information that may be of interest to members of the networ"

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9 > A Drafting and coordinating proper procedures for the participation of one% several% or all of the members of Alian$a &egional in a particular intervention action 9 @ Re(i7e#ce The 01ecutive 2ecretariat functions virtually% without a physical residence pre5 established by any of the members The legal and administrative registration of Alian$a &egional will be in 8ruguay% under the legal classification deemed most convenient 9 A .u*a# Re(ource( Po"ic5 The =uman &esources .olicy regulating the hiring of the 01ecutive 2ecretary and the management team will be established by the 01ecutive 2ecretary '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 Anne1 ''' I).ersonnel .olicyG'nternal &ules and &egulations of the 01ecutive 2ecretariat*J 9 B Re*u#eratio#( The scale of remunerations for members of the 01ecutive 2ecretariat must be public and transparent The salaries of the 01ecutive 2ecretary 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 0very year% the salaries will be updated% "eeping in mind the inde1 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 9 C Proce(( or .iri#% Secretariat E*&"o5ee( a#7 Exter#a" Co#(u"ta#t(0 The 01ecutive 2ecretary is responsible 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

1>

>

RULES OF CONDUCT

> 1 Co**it*e#t to Co*&"5 a#7 O'"i%atio# to Re&ort0 <ember organi$ations pledge to( > 1 1 /omply with the 'nstitutional .olicies of Alian$a &egional, > 1 2 &eport any actions or failure to comply with these regulations that threaten the proper functioning of the networ" > 2 I# or*a" Co# "ict Re(o"utio# The principles and regulations contained in the 'nstitutional .olicies of Alian$a &egional represent the agreements its members have made with respect to the limits of their conduct and that of their management body 4ailure to comply with minor matters related to these policies will be resolved primarily through respectful e1change of ideas% dialogue% fluid communication% and mediation Offenses that are considered very serious% in that they conflict with the ob7ectives or principles of Alian$a &egional% must be reported to the 0thics /ommittee > 6 Mo7i icatio#( to t6e I#(titutio#a" Po"icie( Any member of Alian$a &egional may ma"e suggestions to the 01ecutive /ommittee andGor the 01ecutive 2ecretariat regarding modifications he or she believes should be made to the 'nstitutional .olicies The 01ecutive /ommitteeG01ecutive 2ecretariat will% in turn% report on these suggestions to the .lenary > 9 Re&re(e#tatio# at A"ia#$a Re%io#a"0 'n the framewor" of Alian$a &egional% each member organi$ation must be represented by its highest political or e1ecutive authority or by someone that person designates as a delegate Delegates must wor" closely with the organi$ation#s highest authorities and must have the ability to ma"e decisions in the moment% when necessary The name and contact information of the delegate must be provided to the 01ecutive 2ecretary > > U(e o I# or*atio#0 +o person or organi$ation that is part of Alian$a &egional may disseminate any wor"ing documents that are in the process of being drafted or any confidential information of Alian$a &egional or any of its member organi$ations > @ Partici&atio# i# *eeti#%(0 0ach member organi$ation must participate in at least A>K of the .lenary meetings and other 7oint activities convened by the 01ecutive 2ecretariat > A A##ua" P"e#ar5 Meeti#%0 The Annual .lenary <eeting of Alian$a &egional will be held the day before the OA2 ;eneral Assembly and in the same country as that meeting The 01ecutive 2ecretariat will be responsible for finding the funds necessary to cover the costs of the meeting The local partners in the country where the meeting is held commit to functioning as hosts and can collaborate with the 01ecutive 2ecretariat to organi$e the meeting

1@

90 INTERNAL OPERATIONS @ 1 S&6ere( o I#terve#tio#0 Alian$a &egional carries out its advocacy strategies and actions in four different spheres( IiJ hori$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 7ournalists J @ 2 T5&e( o I#terve#tio#0 Alian$a &egional engages in five basic "inds of activities aimed at supporting better practices and legislation on the topic of access to information and freedom of e1pression in the countries of the region They include( IiJ strategic litigation, IiiJ training and technical assistance, IiiiJ communication for advocacy, IivJ lobbying and meetings with "ey actors, and IvJ applied research The interventions occur at the initiative or proposal of a member organi$ation or the 01ecutive 2ecretariat% and the e1ecutive 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 Strate%ic Liti%atio# Trai#i#% a#7 Tec6#ica" A((i(ta#ce Co**u#icatio# or A7vocac5 Lo''5i#% a#7 Meeti#%( ;it6 :e5 Actor( A&&"ie7 Re(earc6
.ori$o#ta" Coo&eratio# State I#ter#atio#a" a#7 Re%io#a" Bo7ie( Ot6er :e5 Actor(

The section below shows the way each "ind of intervention may play out in the various spheres( IAnne1 '' brings together this information in a matri1J( Strate%ic Liti%atio#( 2trategic litigation actions are legal interventions selected and e1ecuted strategically to defend access to information and freedom of e1pression rights They can happen in four different arenas( @ 2 1 1 .ori$o#ta" Coo&eratio#0 !hen strategic litigation occurs in the framewor" of hori$ontal cooperation% two or more member organi$ations of Alian$a &egional participate in the litigation @ 2 1 2 T6e State A case litigated in this sphere would be part of a legal strategy to advocate for a legal decision that could% in some cases% eventually have a bearing on public policies and laws @21

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@ 2 1 6 I#ter#atio#a" a#7 Re%io#a" Bo7ie( 2trategic litigation advocacy aimed at decisions made in international and regional organi$ations occurs when Alian$a &egional members participate personally or send documents at the e1press request of the internationalGregional bodies, or through efforts made by the 01ecutive 2ecretary to ensure that member organi$ations of Alian$a &egional are heard @ 2 1 9 Ot6er Are#a( a#7 Actor( 'n these cases% Alian$a &egional provides its support when requests are made to the 01ecutive 2ecretariat on concrete cases related to other organi$ations or sectors @22 Trai#i#% a#7 Tec6#ica" A((i(ta#ce Training and technical assistance activities are aimed at helping organi$ations acquire the "nowledge and capacity necessary to promote freedom of e1pression and access to information These activities can ta"e place in four different spheres( .ori$o#ta" Coo&eratio# !hen trainings or technical assistance activities ta"e place in the conte1t of hori$ontal cooperation% two or more member organi$ations participate as receivers and givers of this assistance T6e State This may involve receiving training from public agencies or providing training to public agencies I#ter#atio#a" a#7 Re%io#a" Bo7ie( This is training aimed at international or regional bodies or their members% or it may be training that these organi$ations provide for members of Alian$a &egional Ot6er 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 those who receive the trainings may be non5member organi$ations% other networ"s% 7ournalists% or other relevant actors Co**u#icatio#( or A7vocac5 This involves communications as a tool for achieving the substantive ob7ectives of Alian$a &egional and its member organi$ations I't does not refer to the internal communications of Alian$a &egional andGor its administration J This type of communications activity can ta"e place in four different spheres .ori$o#ta" Coo&eratio# Alian$a &egional members publici$e and disseminate the collective positions of the networ" in order to e1ert influence on public policies and laws T6e State These communications are aimed at promoting% implementing% or defending freedom of e1pression or access to information as related to decisions made by national or local government bodies I#ter#atio#a" or Re%io#a" Bo7ie( This involves communications aimed at influencing decisions made% or about to be made% in internationalGregional bodies Ot6er Are#a( a#7 Actor( /ommunications in these cases may be a "ind of accompaniment or active participation in actions promoted by other networ"s and organi$ations

@221

@222 @226

@229

@26

@261 @262

@266 @269

1B

@29

@291

@292 @296

@299

Lo''5i#% a#7 Meeti#%( ;it6 :e5 Actor( ?obbying and meetings or gatherings with "ey actors are actions aimed a generating or e1erting influence on public agenda topics related to access to information or freedom of e1pression These actions can ta"e place in four spheres( .ori$o#ta" Coo&eratio# !hen the 01ecutive 2ecretary or a member organi$ation from another country visits a particular country% the local organi$ation that receives cooperation ta"es advantage of their presence to promote meetings between these visitors and actors who are "ey to advancing their advocacy strategies The visitors may also suggest meetings with other actors they consider relevant in the country T6e State This involves meetings with relevant state actors in order to e1ert influence on their past or future decisions I#ter#atio#a" a#7 Re%io#a" Bo7ie( 4ormal and informal meetings and gatherings may be held with members of international or regional organi$ations% or people close to those groups These meetings might be requested by the internationalGregional organi$ations themselves or by an Alian$a &egional member organi$ation or the 01ecutive 2ecretary Ot6er Are#a( a#7 Actor( Alian$a &egional member organi$ations may organi$e or suggest these meetings, or other networ"s or non5member +;Os may request a meeting with the 01ecutive 2ecretariat A&&"ie7 Re(earc60 These are studies and research applied to advocacy on topics of common interest in Alian$a &egional They contribute to local and regional discussions on the situation of freedom of e1pression and access to information These studies will be conducted when there is a demand from member organi$ations or as a result of a proposal by the 01ecutive 2ecretary 't is possible to use these studies to have an influence in four areas( .ori$o#ta" Coo&eratio#0 &esearch could inform collective discussions on localGregional issues in order to help improve the standards of e1isting policies% the interventions of the organi$ations% etc T6e State0 <aterials developed can be used to e1ert influence on national and local governments I#ter#atio#a" a#7 Re%io#a" Bo7ie(0 The results of these studies could be used to e1ert influence on the decisions of internationalGregional bodies, or studies could be conducted at the request of the internationalGregional bodies Ot6er Are#a( a#7 Actor(0 The studies could be used to influence the actions and positions of "ey actors I7ournalists% lawyers% media associations% or others J

@2>

@2>1

@2>2 @2>6

@2>9

@ 6 I#terve#tio#( o# a Loca" Matter0 !hen Alian$a &egional see"s to intervene or e1press an opinion about a local matter% it must have the unanimous agreement of the member organi$ations from that country To that effect( @ 6 1 'f the proposal for intervention comes from LallM the local member organi$ationIsJ% it will be assumed that it has the agreement necessary 'f it came from only one of them% the 01ecutive 2ecretariat must obtain the agreement of the rest of the local member organi$ations

1C

@62

'f the proposal for intervention comes from a member organi$ation from outside the country or by initiative of the 01ecutive 2ecretariat% the latter must consult the local organi$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( )This pro7ectGprogramGaction is being carried out in the framewor" of Alian$a &egional for 4reedom of 01pression and 'nformation%* along with Alian$a &egional logo The support documents and communications arenas in which the aforementioned reference to 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

@92

@ > Bi"atera" Activitie( a*o#% Me*'er Or%a#i$atio#( All actions carried out 7ointly by two or more member organi$ations% when they are related to issues of access to information and freedom of e1pression% will be considered to be of interest to Alian$a &egional% even when they do not involve the participation of the 01ecutive 2ecretariat @>1 I# or*atio#0 .articipating organi$ations must inform the 01ecutive 2ecretariat of these actions 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 * -i(i'i"it5 'f these activities have been carried out with the support Ifinancial% logistical% publicity% or otherJ of the 01ecutive 2ecretariat% they must follow the criteria established in the section of the 'nstitutional .olicies titled )Eisibility of Alian$a &egional 'nterventions *

@>2

@ @ -i(i'i"it5 o Net;or< Me*'er(6i&0 All member organi$ations must publici$e their membership in the Alian$a &egional on their web page The mention must be made visibly and include the logo of the Alian$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 @ A Ot6er Activitie( o Me*'er Or%a#i$atio#( !hen members of Alian$a &egional wish to have the support Ifinancial% logistical% publicity% or otherJ of the networ"% they must request it through the 01ecutive 2ecretariat and follow the criteria established in the section of the 'nstitutional .olicies titled )Eisibility of Alian$a &egional 'nterventions *

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=0 FUNDING A 1 Alian$a &egional#s main source of funding is international cooperation A 2 !hen there are fluctuations in funding from international cooperation% the &eserve 4und Imade up of accumulated annual membership duesJ may be used to ensure the sustainability of the networ" during critical periods and guarantee the structural funding of the organi$ation Alian$a &egional may not generate debts that e1ceed A0 percent of the amount of money available in the &eserve 4und% because all outstanding obligations must be paid from this fund A 6 Alian$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 A 9 As the 01ecutive 2ecretariat raises funds for its wor"% it must preserve and strengthen the institutional integrity and operations of Alian$a &egional in cooperation with its members and strive not to compete with them A > .riority will be given to raising funds that will benefit more than one organi$ation of the networ" and support coordination between member organi$ations

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>0 CODE OF ET.ICS B 1 Ge#era" Criteria0 Beyond the internal regulations of each member organi$ation% a failure to abide by the following rules will be considered a serious offense by Alian$a &egional and will be dealt with by the 0thics /ommittee )ersons sub*ect to t e !ode of Et ics include t e ig est executive aut orit# of t e member organization or t e delegate designated to represent t at aut orit#+ B 1 1 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$a &egional decision5ma"ing processes related to that situation B 1 2 Re(tricte7 I# or*atio# <embers of Alian$a &egional and all of its administrative bodies must "eep confidential all information and documents from the Alian$a &egional#s internal wor" unless disclosure has been duly authori$ed by the 01ecutive 2ecretariat or the 0thics /ommittee% as appropriate B 1 6 Partici&atio# i# Ot6er Or%a#i$atio#( or Net;or<( All members may participate in any organi$ation or networ" of organi$ations that respects human rights and transparency The principles and actions of those organi$ations must be in line with the values of freedom of e1pression and access to information and with the Alian$a &egional#s 2tatement of .rinciples B 1 90 Di(cri*i#atio#0 <embers of Alian$a &egional will refrain from ma"ing statements or acting in any way that could be considered discriminatory with respect to cultural% ethnic% or religious diversity, se1ual preference, gender identity, or any other choice or physical trait of persons or organi$ations B 1 > Gi t(0 During the time in which they are e1ercising their duties% the head of the 01ecutive 2ecretariat I01ecutive 2ecretaryM and members of the committees must refrain from accepting gifts from any member of an organi$ationNpublic or privateNif it could be interpreted as a gift made to influence the decisions of Alian$a &egional or to compromise the integrity of its wor" or public image B 1 @ Ot6er For*( o No#?co*&"ia#ce All other failures to observe the provisions established in the 'nstitutional .olicies which are considered to be a serious offense% violating the principles andGor ob7ectives of Alian$a &egional% must be sent to the 0thics /ommittee for its consideration and 7udgment

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>080 Proce7ure( B 2 1 Tra#(&are#c5 i# Deci(io#?Ma<i#% The 0thics /ommittee will function with transparency and will publish its decisions 't will facilitate spaces for the person charged with an offense to respond to the complaint B 2 2 O'"i%atio# to Re&ort0 Any failure to observe the ethical commitments set forth in this /ode% or the ob7ectivesGprinciples of Alian$a &egional% will be reported to the 0thics /ommittee by the person or organi$ation in potential conflict% by the 01ecutive 2ecretariat% or by the members of Alian$a &egional B 2 6 Co*&"ai#t( Proce7ure0 All reports or complaints will be sent by email to the electronic address established for that purpose That email address must be visible on the webpage of Alian$a &egional and will be administered by the members of the 0thics /ommittee B 2 9 Co#(i7eratio# o Co*&"ai#t( !hen a complaint comes from memberIsJ of Alian$a &egional% the complaint must be dealt with and resolved by the 0thics Tribunal !hen the complaint is made by non5members or anonymously% the 0thics /ommittee can decide to consider it or to re7ect it in limine if it believes it is lac"ing in substance Once accepted% the complaint must be resolved within a period of 20 days after it was received Once that deadline has passed% the committee must give notice of the resolution to the person who is the sub7ect of the complaint andGor inform that person that a tribunal will be formed to resolve the matter B 2 > Creatio# o a# Et6ic( Tri'u#a" The tribunal will be made up of 6 members who are usually elected from among the members of the 0thics /ommittee 'f these members disqualify themselves for reasons of friendship or enmity with the person who is the sub7ect of the complaint% an e1ternal tribunal can be convened B 2 @ O'"i%atio# to Noti 5 The person or organi$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 0thics /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 B 2 A O&&ortu#it5 to Co#(u"t Once the complaint is accepted% and the 0thics Tribunal has been established% the tribunal may consult with others to obtain the information it deems necessary to understand and resolve the matter B 2 B Re(o"utio# o t6e Ca(e The 0thics Tribunal that rules on the case must decide whether an ethical conflict does or does not e1ist and what the consequences will be 't must do so within three months of the time in which the complaint was accepted

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B 2 C Ca(e ;6ere Co# "ict i( Fou#7 Tribunal decisions that declare the e1istence 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 e1pulsion 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 01ecutive 2ecretariat to be "ept in its records and to be distributed among all of the member organi$ations of Alian$a &egional B 2 10 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 01ecutive 2ecretariat only for purposes of record "eeping +either the matter nor the resolution of the matter will be reported to the organi$ations unless there is a specific request to do so B 2 11 Co#(titutio# o a# Exter#a" Tri'u#a" All e1ternal tribunals will be made up of three persons who do not belong to any of the organi$ations of Alian$a &egional and who are recogni$ed for their wor" in defending human rights and transparency in +;Os 2uch 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 0thics /ommittee because the committee members have disqualified themselves from hearing the case, or IiiJ when the accused party is a member of the 0thics /ommittee 'n this latter situation% that committee member must disqualify him or herself from the process of selecting members for the Tribunal B 2 12 Co#(titutio# a#7 O&eratio# o t6e Exter#a" Tri'u#a" The members of the 0thics /ommittee will identify the people required for the 01ternal Tribunal and request their participation, to do so% they may as" the 01ecutive 2ecretariat and the 01ecutive /ommittee for assistance Once the ma"eup of the tribunal has been decided% the 01ecutive 2ecretariat will be notified% and the 2ecretariat will wor" with the committee and the Tribunal to facilitate the process

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@0 MEMBERS.IP POLIC/ The membership policy of Alian$a &egional includes both qualitative and quantitative criteria and is organi$ed around substantive matters as well as formal ones .rocedures for nomination% evaluation% continuance% and termination of members are detailed here C 1 Co#(i7eratio# o Bot6 Aua"itative a#7 Aua#titative Criteria There 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 e1pansion 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 conte1t% the criteria for receiving new members doesn#t have as much to do with time as it 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$ations may be allowed into the admissions process at the same time 'n the current conte1t of e1pansion and growthNthat is% the 65year period of consolidation between now and 2019Nup to two organi$ations per country will be admitted into Alian$a &egional The total number of active members should be determined based on a balance of the following variables( 5increased representationGdiversity 5having more dues5paying members 5the ability to maintain simple operational processes for decision ma"ing 5the ability to ensure the proper coordination and administration of the networ" C 2 Su'(ta#tive a#7 For*a" A(&ect( To be a member of Alian$a &egional% an organi$ation must establish its leadership credentials in the area of freedom of e1pression and access to information Ion the ground credentialsJ 't must also be able to demonstrate the equivalence of at least three years of wor" on some of the issues that Alian$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

2>

C 6 A##ua" Me*'er(6i& Due( 0ach 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 e1penses will be covered Isalaries% meeting costs% etc J during critical times The 01ecutive 2ecretariat 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 82O1%000 per organi$ation% an amount that will be reviewed by the 01ecutive /ommittee every two years Organi$ations with an annual budget below 82O100%000 Ior another agreed5upon amountJ that cannot ta"e on the commitment of paying the amount specified here may request a reduction in their annual dues amount% and the percentage of the reduction will be decided by the 01ecutive /ommittee @0B0 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 .lenary 5 The right to nominate oneself to one of the governing bodies 5 The right to have access to information% benefits% and opportunities 5 The right to participate in all activities 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 e1ecutive officers Ior others designated by the e1ecutive 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"ing 5 The obligation to pay membership dues 5 The obligation to gradually adapt their organi$ation and its operations to what is established in the )'nternational +on5;overnmental Organi$ations Accountability /harter*

C92

C > Proce7ure or Bri#%i#% Ne; Me*'er( i#to A"ia#$a Re%io#a"0 There is a 65stage process for an organi$ation to become a full member of Alian$a &egional( C>1 Fir(t (ta%e2 Pre(e#tatio# o PrereCui(ite(0 All organi$ations that wish to become a member of Alian$a &egional must send to the 01ecutive 2ecretariat the following( Letter o I#te#t2 The letter should specify the reasons for which the organi$ation would li"e to 7oin Alian$a &egional and any prior wor" it has done in the area of freedom of e1pression

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$ations must present three letters of recommendation Two should be signed by the highest e1ecutive or political authority of member organi$ations belonging to Alian$a &egional The third can come from a member organi$ation of Alian$a &egional or from an e1ternal organi$ation that is a leader on matters of access to information and freedom of e1pression

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$ation are the following( Bac<%rou#7 -eri icatio#0 The 01ecutive 2ecretariat will verify the organi$ation#s compliance with the formal requirements of the organi$ation Perio7 or C6a""e#%e( The 01ecutive 2ecretariat will inform all of its members that a 605day period for challenges has begun /hallenges must be duly 7ustified and based on matters that conflict with the institutional mission and ob7ectives of Alian$a &egional or which may be interpreted as contrary to human rights and democratic values A&&rova" o Bac<%rou#7 I# or*atio# a#7 Revie; o C6a""e#%e( The 01ecutive 2ecretariat will send bac"ground information and any challenges that may have been filed to the <embership and =iring /ommittee so that the committee can evaluate the organi$ation#s history and review the 01ecutive 2ecretariat#s report within a 605day period 'f the nomination is re7ected% the 01ecutive 2ecretariat must inform the candidate organi$ation of the reasons for the re7ection O'(erver Cate%or5 !hen the review of an organi$ation#s bac"ground is approved% the <embership and =iring /ommittee will ta"e the necessary steps to incorporate the organi$ation as an observer member for a period of time This period is meant to be a time when the candidate organi$ation can see how Alian$a &egional wor"s and decide whether or not it is definitely interested in 7oining ?i"ewise% Alian$a &egional can evaluate whether the organi$ation is a good fit for the networ" The observer period must last at least four months C > 6 T6ir7 Sta%e2 I#cor&oratio# a( a Fu"" Me*'er !hen the observation period is over% the candidate organi$ation may be voted in as a full member The process is the following( P"e#ar5 Meeti#% a#7 A&&rova" a( Fu"" Me*'er0 An organi$ation is approved for full membership in Alian$a &egional during a .lenary session in which any member of the .lenary may as" the 01ecutive 2ecretariat questions about the performance of the candidate organi$ation Orie#tatio#0 Once the organi$ation has been voted in% the 01ecutive 2ecretariat will begin a process of orienting the new member organi$ation to help it learn more about the principles% values% and rules of transparency and accountability that guide the actions of the networ"

2A

D6e# Fu"" Me*'er(6i& i( #ot A&&rove70 'f the .lenary decides not to approve the organi$ation for full membership% the 01ecutive 2ecretariat will inform the candidate organi$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 <ember organi$ations must comply with the 'nstitutional .olicies of Alian$a &egional% and they can andGor must be removed from the organi$ation when a situation arises that specifically mandates their removal Dor< o# Free7o* o Ex&re((io# a#7 Acce(( to I# or*atio#0 The member organi$ation must have priority wor" areas or specific activities related to the issues of access to information or freedom of e1pression 'f these topics have become minor issues on their wor" agenda% the organi$ation may be separated from the networ" !hen this situation occurs% it is the member organi$ation#s responsibility to inform the networ" and step down as a member Or%a#i$atio#a" Co**it*e#t to A"ia#$a Re%io#a" <ember organi$ations must maintain a certain level of commitment to recogni$ing their membership in the networ" and ma"ing it visible They do this by participating in institutional activities% by publici$ing the technical or financial support they obtain through Alian$a &egional% and through other actions that demonstrate their membership in the networ" Partici&atio# i# Gover#a#ce Bo7ie( <ember organi$ations should nominate themselves to serve on committees of Alian$a &egional at least every two years Fai"ure to Pa5 A##ua" Me*'er(6i& Due( 'f the membership duesNor a percentage of those duesNare not paid% the member organi$ation cannot receive funding to participate in the annual .lenary meeting 'f the organi$ation wishes to participate in the .lenary% it must do so with its own money The appropriate dues must be paid in full within two years

C@1

C@2

C@6

C@9

"aving !lause( 'f an organi$ation cannot pay its annual membership dues for two consecutive years because of a difficult financial situation% the .lenary may reconsider the membership conditions of that organi$ation C@> Tra#(&are#c5 a#7 Di(c"o(ure o Fu#7i#% Source(0 <ember organi$ations must be bound by the principles of disclosure and transparency mentioned in the 2tatement of .rinciples 'f a member receives funding from the state% it must disclose this funding on its websites

C A Tra#(itor5 C"au(e0 !ithin 1B months after the approval of 'nstitutional .olicies or after its incorporation as a new member of Alian$a &egional% every organi$ation must move towards the gradual application of the )'nternational +on5;overnmental Organi$ations Accountability

2B

/harter* Iincluded as Anne1 1J as agreed in the )2tatement 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, AJ 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

2C

ANNEX 4 INTERNATIONAL NON?GO-ERNMENTAL ORGANIZATIONS ACCOUNTABILIT/ C.ARTER EEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEE

D6o ;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$ations around the world !e see" to uphold our legitimacy by responding to inter5generational considerations% public and scientific concerns% and through accountability for our wor" and achievements By signing this /harter we see" to promote further the values of transparency and accountability that we stand for% and commit our '+;O to respecting its provisions .o; ;e ;or< +;Os can complement but not replace the over5arching role and primary responsibility of governments to promote equitable human development and wellbeing% to uphold human rights and to protect ecosystems !e also see" to promote the role and responsibilities of the private sector to advance human rights and sustainable development% and protect the environment !e can often address problems and issues that governments and others are unable or unwilling to address on their own Through constructive challenge% we see" to promote good governance and foster progress towards our goals !e see" to advance our mission through research% advocacy and programs 't is common for our wor" to be at the international% national% regional and local levels% either directly or with partners !e wor" with other organi$ations where this is the best way to advance our individual missions

60

T6e C6arterF( &ur&o(e This /harter outlines our common commitment to e1cellence% transparency and accountability 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 e1ternally, 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$ations !herever we operate% we see" to ensure that the high standards which we demand of others are also respected in our own organi$ations The /harter complements and supplements e1isting laws 't is a voluntary charter% and draws on a range of e1isting codes% norms% standards and guidelines !e agree to apply the /harter progressively to all our policies% activities and operations The /harter does not replace e1isting codes or practices to which signatories may also be party% e1cept 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 e1perience% ta"ing into account future developments% particularly those that improve accountability and transparency Our (ta<e6o"7er( Our first responsibility is to achieve our stated mission effectively and transparently% consistent with our values 'n this% we are accountable to our sta"eholders Our sta"eholders include( P .eoples% including future generations% whose rights we see" to protect and advance, P 0cosystems% which cannot spea" for or defend themselves, P Our members and supporters, P Our staff and volunteers, P Organi$ations and individuals that contribute finance% goods or services, P .artner organi$ations% both governmental and non5governmental% with whom we wor", P &egulatory bodies whose agreement is required for our establishment and operations, P Those whose policies% programs or behavior we wish to influence, P The media, and P The general public 'n balancing the different views of our sta"eholders% we will be guided by our mission and the

61

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 e1ist% 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 e1plicit 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$ations aiming at sustainable development responding to local needs Non-Discrimination !e value% respect and see" to encourage diversity% and see" to be impartial and nondiscriminatory in all our activities To this end% each organi$ation will have policies that promote diversity% gender equity and balance% impartiality and non5discrimination in all our activities% both internal and e1ternal 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

62

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$ation#s( P <ission and values, P Ob7ectives and outcomes achieved in program and advocacy, P 0nvironmental impact, P ;overnance structure and processes% and main office bearers, P <ain sources of funding from corporations% foundations% governments% and individuals, P 4inancial performance, P /ompliance with this /harter, and P /ontact details Au7it The annual financial report will conform to relevant laws and practices and be audited by a qualified independent public accountant whose statement will accompany the report Accurac5 o i# or*atio# !e will adhere to generally5accepted standards of technical accuracy and honesty in presenting and interpreting data and research% using and referencing independent research Good Governance !e should be held responsible for our actions and achievements !e will do this by( having a clear mission% organi$ational structure and decision5ma"ing processes, by acting in accordance with stated values and agreed procedures, by ensuring that our programs achieve outcomes that are consistent with our mission, and by reporting on these outcomes in an open and accurate manner The governance structure of each organi$ation will conform to relevant laws and be transparent !e see" to follow principles of best practice in governance 0ach organi$ation will have at least( P A governing body which supervises and evaluates the chief e1ecutive% and oversee program and budgetary matters 't will define overall strategy% consistent with the organi$ational mission% ensure that resources are used efficiently and appropriately% that performance is measured% that financial integrity is assured and that public trust is maintained, P !ritten procedures covering the appointment% responsibilities and terms of members of the governing body% and preventing and managing conflicts of interest,

66

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 F ndraising 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 e1cept in cases where the si$e of their donation is such that it might be relevant to our independence U(e o Do#atio#( 'n raising funds% we will accurately describe our activities and needs Our policies and practices will ensure that donations further our organi$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$ation will have a plan for handling any shortfall or e1cess% and will ma"e this "nown as part of its appeal Gi t( i# <i#7 2ome donations may be given as goods or services To retain our effectiveness and independence% we will( record and publish details of all ma7or institutional gifts and gifts5in "ind, clearly describe the valuation and auditing methods used, and ensure that these gifts contribute towards our mission A%e#t( !e see" to ensure that donations sought indirectly% such as through third parties% are solicited and received in full conformity with our own practices This will normally be the sub7ect of written agreement between the parties Professional !anagement !e manage our organi$ations in a professional and effective manner Our policies and procedures see" to promote e1cellence in all respects Fi#a#cia" co#tro"( 'nternal financial control procedures will ensure that all funds are effectively used and minimi$e the ris" of funds being misused !e will follow principles of best practice in financial management Eva"uatio#

69

!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$ational integrity e1tends to ensuring that our partners also meet the highest standards of probity and accountability% and will ta"e all possible steps to ensure that there are no lin"s with organi$ations% or persons involved in illegal or unethical practices

.u*a# Re(ource( !e recogni$e that our performance and success reflect the quality of our staff and volunteers and management practices% and are committed to investing in human resource development &emuneration and benefits should stri"e a balance between public e1pectations of voluntary5based% not5for5profit organi$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 se1ual e1ploitation% abuse and discrimination in all its forms Our policies will respect se1ual integrity in all our programs and activities% and prohibit gender harassment% se1ual e1ploitation and discrimination D6i(t"e?'"o;er( 2taff 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

6>

ANNEX II AD-OCAC/ STRATEGIES AND ACTI-ITIES ::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::

AREAS OF AD-OCAC/ .ori$o#ta" Coo&eratio# A7vocac5 7irecte7 at t6e State I#ter#atio#a" a#7 Re%io#a" Bo7ie( Ot6er( G#o#? *e*'er or%a#i$atio#(H ot6er #et;or<(H 1our#a"i(t(H etc0I Dynamic( 2upport of Alian$a &egional in requests made to the 02 regarding specific cases of other organi$ations or sectors% as long as the 02 is involved in coordinating the implementation

Strate%ic Liti%atio#

The development of strategically selected and e1ecuted legal interventions to defend rights related to freedom of information and access to information

Dynamic( These activities may be proposed by members or by the 01ecutive 2ecretariat I02J as long as the latter is coordinating the implementation

Actors( Two or more member organi$ations

Dynamic( 't is assumed that influence can be e1erted in a 7udicial decision through a court case and its legal strategy .articular cases and strategies to pursue can be proposed by members or by the 02 as long as the latter is involved in coordinating the implementation

Dynamic( Advocacy on decisions made in international and regional bodies will ta"e place through in5person or documentary participation of Alian$a &egional members% as a result of the e1press request of the internationalG regional bodies, or after steps ta"en by the 01ecutive 2ecretariat to ma"e sure Alian$a &egional members are heard

Types of possible strategies( .resentation of amicus curiae, collective litigation of public interest cases% etc

Actors( Qudicial branch

Actors( +;Os that are not members of 2' +;Os that are not members of Alian$a &egional% 7ournalists% social sectors% etc

Types of possible strategies( ?itigation of cases related to freedom of e1pression andGor access to information

Actors( <ultilateral state agencies and organi$ations lin"ed to court processes

Type of possible strategies( .articipation in 'A/=& and 'A=& /ourt meetings aimed at

Types of possible strategies( 2upport in amicus curiae, support statements in collective cases of freedom of e1pression andGor access to information

6@

hearing the opinion of Alian$a &egional or of some of its members on casesGsituations Trai#i#% a#7 Tec6#ica" A((i(ta#ce Dynamic( These activities are implemented at the proposal of the 02 or of an organi$ation Dynamic( This is training aimed at or received from public sectors These activities can be proposed by the members or by the 02% as long as the 02 is coordinating the implementation 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$ations and steps ta"en by the 02 Dynamic( These training activities are held when local members in each country suggest them and organi$e them

These are activities aimed at acquiring "nowledge and capacity to better promote freedom of e1pression and access to information

Actors( Two or more member organi$ations participate as receivers or providers of the cooperation

Actors( 01ecutive% Qudicial andGor ?egislative branch

Types of possible strategies( !or" meetings% wor"shops% e1changes of e1periences% technical assistance for writing presentations Iamicus% legislative etc J, assistance in the design and review of legal bills% follow5up on implementation of laws on access to information, wor"shops on access to information

Types of possible strategies( .resentation of international standards for the promotionG implementation of laws

Actors( <ultilateral state organi$ations and agencies

Actors( At least one member organi$ation functions as the provider of the training Those receiving the training may be non5member organi$ations% other networ"s% or 7ournalists

Types of possible strategies( .articipation in group of e1perts who are drafting of the <odel 'nter5American ?aw on Access to 'nformation, Technical opinion on 'DB disclosure and transparency policies, Observations or opinion documents on matters of

Types of possible strategies( trainings in pro5bono legal clinics, strategic litigation, wor"shops on access to information, training of 7ournalists% lawyers% etc

6A

freedom of e1pression% access to information% and similar issues Co**u#icatio#( or A7vocac5 Dynamic( These Alian$a &egional communications are efforts to disseminate the networ"#s collective position in order to e1ert an influence on how laws or public policies are handled They may arise out of specific local demands from members or because the 02 has identified a particularly critical moment in time for such communications Dynamic( These communications are aimed at promoting% implementing% or defending the freedom of e1pression and access to information in decisions being made by national or local public agencies They may arise out of specific demands from local members or because the 02 has indentified a critical moment in time for such communications Dynamic( These are communications aimed at influencing decisions made% or about to be made% in international organi$ations Actions occur at the proposal of a member organi$ation or the 02 Dynamic( /ommunications in these cases may be a way to accompany or participate in actions promoted by other networ"s or organi$ations !hen international requests are made for access to information% Alian$a &egional% through its 02 and some of its member organi$ations% can 7oin with other networ"s in a more global petition

/ommunications here is understood as a tool for reaching the substantive ob7ectives of Alian$a &egional and its member organi$ations Inot the institutional communication of Alian$a &egional andGor its administrationJ

Actors( <ultilateral state organi$ations and agencies

Actors( <ember organi$ations% the 02 at the request of a local member or a group of member organi$ations Idepending on the topicJ

Actors( 01ecutive% legislative% and 7udicial branches

Types of possible strategies( Dissemination of Alian$a &egional statements, press releases, open letters% etc on

Types of possible strategies( Dissemination of statements of Alian$a &egional% press releases% open letters% opinion pieces% etc on institutional positions on freedom of

Types of possible strategies( 2tatements in the conte1t of the ;AGOA2, 2ummits, multi5lateral meetings, 'A=& /ourt, 'A/=&% 0uropean /ourt 2tatements on access to information, communiqu-s to multi5lateral organi$ations on policies of information disclosure% transparency% and freedom of e1pression

Actors( Other networ"s that partner with Alian$a &egional

Types of possible strategies( 'nternational petition for access to information

6B

institutional positions on the freedom of e1pression and access to information Lo''5i#% a#7 *eeti#%( ;it6 <e5 actor( Dynamic( !hen the 02 or representatives of another member organi$ation are present in its country% a member organi$ation that receives cooperation can set up meetings between the visiting organi$ationsG20 and "ey local actors as part of its advocacy strategy The visitors may also suggest to the local organi$ation meetings with actors they consider relevant

e1pression and access to information

?obbying activities or meetings or events with "ey actors to generate interest or influence on public agenda issues related to access to information and freedom of e1pression

Dynamic( This refers to holding meetings with relevant state actors in order to e1ert influence on its past or future decisions These actions may be organi$ed or suggested by the members or ta"e place through the intervention of the 02 when he or she identifies critical moments

Dynamic( =olding formal or informal meetings and gatherings at the request of internationalG regional organi$ations, or as a result of a proposal made by member organi$ations or by the 02

Actors( <ultilateral state organi$ations and agencies

Dynamic( These activities may be organi$ed or suggested by members, requested of the 02% other networ"s% non5member +;Os, or carried out through the intervention of the 02 when heGshe identifies critical moments for action

Actors( 01ecutive% legislative% and 7udicial branches

Actors( the local organi$ation, members from other countries or the 02, and "ey actors on the sub7ect matter being advocated on

Types of possible strategies(

Types of possible strategies( <eetings with officialsGlegislators, presenting opinions on billsG cases under discussionG requests related to access to public information and the freedom of e1pression &equests related to policies of active

Types of possible strategies( Advocacy in meetings of the OA2 ;eneral Assembly, meetings with the 'A/=& commissioners, advocacy because of the re7ection of a bill to regulate the participation of +;Os in OA2 activities, strategic advocacy with the 'A/=& &apporteur for 4reedom of 01pression and the local and international level,

Actors( Qournalists% academics% and non5member +;Os

Types of possible strategies( <eetings with academics% 7ournalists% non5 governmental groups% etc

6C

<eetings with local or international officials, 7ournalists, academics, members of international organi$ations etc

transparency or information disclosure .ositions on regulations in the area of freedom of e1pression

advocacy in the 0uropean .arliament about articles that restrict access to information, participation in meetings with the !orld Ban" and the promotion of relationships between local officials and the social world &equests for information disclosure or active transparency policies Dynamic( 2tudies are done at the request of international G regional organi$ations, at the proposal of member organi$ations or of the 02 in order to advocate about the decisions of the internationalG regional organi$ations or agencies Dynamic( These studies may be used to advocate around the actionsG positions of "ey actors I7ournalists% lawyers% media associations% or othersJ They are produced at the request of member organi$ations or by proposal of the 02

A&&"ie7 Re(earc6

This is research applied to advocacy on matters of common interest in Alian$a &egionalN studies that contribute to regional discussions about the situation of freedom of e1pression and information rights

Dynamic( This applied research can support collective discussion about localG regional issues with a goal of improving the standards of e1isting policies% interventions of organi$ations etc The studies are generated at the demand of the member organi$ations or at the proposal of the 02

Dynamic( The materials developed may be used to advocate in various localG regional state bodies They are generated at the demand of member organi$ations or by proposal of the 02

Actors( 01ecutive% ?egislative% and Qudicial branches

Actors( Two or more member organi$ations

Types of possible

Types of possible strategies( <onitoring laws and practices of access to information, research on government disclosure of

Actors( multilateral state organi$ations and agencies

Actors( Qournalists% non5member +;Os% lawyers% etc

Types of possible strategies( regional reports on access to information and freedom of e1pression, advocacy

Types of possible strategies( indicators about high5quality 7ournalism and access to

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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 2AB0& <A2 &eport, <onitoring ;uide, &eport on 4reedom of 01pression, others

with the report 2AB0& <A2 in 'DB disclosure policies, presentation of the /Q.AGOA2 Best .ractices &eport, /omments on official documents of multilateral organi$ations% etc

information, systemati$ation and comparison of regulations at the regional level

91