About Code Reporting

This page provides information on the annual ACFID Code reporting process.

To access or submit your organisation’s Code reporting, please go directly to My Code of Conduct Reporting.

The purpose of the annual compliance reporting requirements is to independently verify ACFID Member's compliance with the Code through reviewing a sample of annual reports, code self-assessments and other documentation as requested by the Committee.

Submitting reports

There are two types of ACFID Code reports:

  • Triennial assessment - once every three years your organisation will be asked to complete a Code Self-Assessment. This involves providing:
    • a written explanation about how your organisation complies with each of the Commitments.
    • a self-assessment of compliance/non-compliance against each of the Compliance Indicators.
    • supporting documentation for select areas of the Code
    • annual report and audited financial statements.
  • Annual compliance reporting - on the years that your organisation is not required to undergo a Code Self-Assessment, you must submit your annual and financial reports and complete an Exceptions Report. An Exceptions Report notes any exceptions to compliance that occurred during the relevant financial year, and outlines actions undertaken to ensure that compliance is met.

At the end of your organisation’s financial year, ACFID will notify your CEO and Compliance Contact via email about what type of Code reporting your organisation is required to submit.

All reports are due to be submitted 5 months after your organisation’s financial year end, through the My Code of Conduct Reports.

Assessing Compliance

ACFID members should review the Quality Assurance Framework which accompanies the ACFID Code when assessing their compliance. The Quality Assurance Framework outlines the Commitments, Compliance Indicators and their associated Verifiers. The Verifiers describe the evidence that an organisation needs to have to demonstrate compliance with the Code.

To be compliant with the Code, ACFID’s members will have the required policies, processes, guidelines and documentation in place appropriate to the size and nature of the organisation and its work. They will also ensure that their policies, processes and guidelines are implemented and subject to regular review.

The ACFID Standards and Code team will review your organisation’s reporting. For your Code Self-Assessment every three years, they may provide two types of feedback:

  • Educational feedback – designed to strengthen compliance with the Code and assist with continual learning and best practice.
  • Remedial actions – these require action by your organisation to ensure compliance with specific aspect of the Code.

Your organisation may be asked to resubmit sections of the Code Self-Assessment. This may be because insufficient information was provided initially to assess compliance or if remedial actions are required for compliance to be achieved. The onus is on the member to meet remedial actions by submitting supporting documentation and ensure compliance within requested timeframes.

A certificate of compliance is made available to members once reporting and compliance requirements are met.

Addressing non-compliance

In the event of non-compliance, members must outline a plan in their Exceptions Report or Code Self-Assessment that describes how they will become compliant within a time frame of up to twelve months, or sooner if the area of non-compliance is considered higher risk. Members must re-submit any required documentation or additional information as requested.

If such action is completed satisfactorily then the member’s signatory status remains unaffected. If, however, the action is not completed satisfactorily then the CCC may suspend or revoke the member’s status as a signatory organisation. Only the CCC has authority to grant, suspend and revoke Code of Conduct signatory status, which is a requisite for ACFID membership.

Members will notify ACFID if they become aware of major transgressions against the Code in their own organisation or make a complaint to the CCC of major transgressions by other members.

Suspension

Suspension is a temporary hold on Code signatory status. It differs from revocation in that it is time-bound and requires limited and specific action to return to Code signatory status. Suspension of Code signatory status may apply where members are non-compliant with any of the following:

  • Compliance reporting
  • Focus area assessments
  • Independent complaints handling and discipline processes.

The Code Secretariat may recommend suspension of signatory status to the CCC in cases when the member has not satisfactorily completed remedial actions within the timeframes requested by the CCC. If agreed by the CCC, the suspension will remain in place until remedial action is completed and the member is again Code-compliant or to a maximum of two months (with extension possible at the discretion of the CCC). If a member‘s Code signatory status is suspended, none of their membership rights are affected during the period.

Revocation of signatory status is permanent and always at the Committee’s discretion. It may occur for the following reasons:

  • if remedial requirements are not met by the Member within the timeframe of the suspension;
  • if a complaint has identified a breach of the Code;
  • if an assessment has identified a serious breach of the Code.

Organisations can re-apply to become ACFID member 12 months after their signatory status has been revoked through the member application process.

The CCC notifies the ACFID Board of the suspension or revocation of Code signatory status. The public and other stakeholders are informed on the ACFID website of ACFID members that have had their Code signatory status suspended or revoked. Such notification will remain on the ACFID website for the period of the suspension or, in the case of revocation, a period of six months, or a longer period determined by the CCC. If any DFAT-accredited members are found to be non-compliant with the Code and their signatory status suspended or revoked, the CCC will advise DFAT of the ACFID member’s current status.