Ginsler and Associates Inc.

The Non-Profit Organization Self-Evaluation Checklist Checklist

self evaluation

• Board of Directors

• The Board of Directors is elected by a membership that represents the community that the organization serves.

• The Board of Directors is elected by a membership that represents the people who use or benefit from the programs and services of the organization.

• New Board members are given an information package on assuming their position that includes:1. " Board minutes from the previous two years ", 2. Financial statements from the previous two years ", 3.  Annual and Auditor’s Reports for the previous two years ", 4.  A copy of the Constitution and By-Laws ", 5. An organization chart ", 6.  Summaries of all programs/services ", 7.  Copies of any program/service evaluations from the previous two years ", 8.  A list of key staff and their positions ", 9.  Brief biographies of all Board Members. 

• New Board members are given an orientation to the organization within their first month on the Board.

• Board job descriptions covering all Board positions are provided to all Board members.

• The Board meets at least quarterly.

• Written agendas are sent out before meetings.

• Minutes are sent out shortly after Board meetings.

• The Board sets annual goals for its own work.

• The Board evaluates its performance annually.

• The Board evaluates the C.E.O. annually.

• The Board has a process for handling emergencies between meetings.

• Policy Management

• The organization has a Values Statement that is reviewed regularly.

• The Mission Statement is reviewed by the Board at least every two years.

• The Constitution and By-Laws are reviewed by the Board at least every three years.

• In addition to the standard sections, the By-Laws have policies covering Board member conflict of interest, Board members who apply for jobs with the organization, Board member absenteeism, and Board member liability. 

• The Board sets annual goals for the organization.

• The organization has a Strategic Plan that is reviewed regularly.

• Every program/service that the organization provides has a set of measurable objectives/outcomes that are approved by the Board or its delegate committee.

• The Board controls signing authority.

• Financial Management

• The organization has a realistic annual budget and a plan for achieving it.

• Financial statements are presented to the Board at least quarterly.

• Financial statements provide comparative information for the previous year and for the current budget.

• The Board Treasurer is skilled at financial analysis.

• The organization has unrestricted operating reserves to cover a minimum of three months’ operating costs.

• The cost of fund raising does not exceed 25% of funds raised.

• At least 75% of all expenses are directed to the Charitable Objects of the organization.

• The organization has an annual independent audit.

• Risk Management

• Limits are put on over-spending without Board approval.

• All staff/volunteers who are in regular contact with vulnerable people or who are in a position of authority over vulnerable people are screened by police.

• The organization carries Directors and Officers liability insurance.

• The organization carries a minimum of $2 million liability insurance.

• The organization has, regularly educates its staff and volunteers on, and enforces policies on discrimination and harassment. 

• The organization has, and enforces policies on, confidentiality where appropriate.

• The organization has policies on the use of office equipment. 

• The organization makes all mandatory government filings and payments on time.

• Fund raising activities follow the ethical guidelines set out by the Canadian Society of Fund Raising Executives and/or the Canadian Centre for Philanthropy.

• Independent contractors meet all the requirements of the Canada Revenue and Customs Agency for independent contractors.

• Human Resources Management

• Staff are hired on a competitive basis through a formal process.

• The organization has a written personnel policy.

• The personnel policy is provided to all staff.

• The organization has a written volunteer policy.

• The volunteer policy is provided to all volunteers.

• Every staff person and volunteer has an up-do-date job description.

• Staff/volunteers are provided with a comprehensive orientation to the organization within one week of arriving.

• Staff/volunteers are evaluated annually.

• Evaluations are growth oriented. 

• Staff/volunteers are provided with opportunities to upgrade their skills.

• Staff/volunteers are provided opportunities for promotion and/or change in assignment.

• The organization recognizes staff and volunteer achievement.

• Administrative staff turnover is under 15% annually.

• Program staff turnover is under 15% annually. 

• Program/Service Delivery

• Programs/services are delivered to meet identified needs.

• Goals that cover output and outcome are set for every program/service.

• Individuals from all levels of the organization participate in planning processes.

• Service users are involved in program planning.

• Programs are physically accessible.

•  Programs are linguistically accessible.

• Programs are provided by staff and volunteers with appropriate training and expertise.

• Eligible human service users are not denied service because of an inability to pay.

• The organization communicates regularly with its stakeholders.

• Evaluation

• Every program/service is evaluated against its output and outcome goals annually.

• Program and administrative evaluations are compiled and published annually.

• The results of all evaluations are used in annual planning.

• Service users are involved in evaluations.