Network Structure FAQs
C4D Network Secretariat
The C4D Network Secretariat Team is based in Oxford and Vienna and supports the Network through online and offline coordination, event organisation, curating information and sharing resources.
The Secretariat also provides guidance and support to evolving Country Chapters.
GLOBAL MANAGEMENT TEAM
The Global Management Team consists of nominated representatives from constituted country chapters plus representatives of the Secretariat, which makes decisions about the global administration and management of the Network.
FAQs About Funding
HOW IS THE NETWORK FUNDED?
As a membership-based organisation the C4D Network is not centrally funded. It is a registered not-for-profit organisation. It has a subscription-based financial model: initial membership is free, and then members can choose to subscribe to 'Plus Membership' and receive additional benefits. Institutions can subscribe for annual Associate membership, which also covers Plus Membership for staff/faculty/students.
HOW ARE COUNTRY CHAPTERS FUNDED?
The principle of organic growth is that Chapters will emerge and become sustainable where there is an interest and commitment by members and associates. The Network does not pay to set-up new Chapters, and it does not have funds to seed fund new Chapter activities. The Secretariat provides guidance and support for evolving Country Chapters, and it provides central promotions and membership communication. Chapter activities should in principle be free to participants, or be at minimal cost, because unrestricted networking and C4D knowledge-sharing is a central aim of the Network. Chapters generally meet in public venues, with participants covering their own refreshments; on occasion, other venues are used on a pro-bono basis, as offered by members within the Network. Where venue hire is essential cost-recovery charges may apply for entry.
HOW CAN CONSTITUTED COUNTRY CHAPTERS GENERATE FUNDS?
Constituted Chapters have the right to raises funds locally for Network activities and coordination. This needs to be financially administered through a host institution, and based upon agreement with the Secretariat. Constituted Chapters have the right to seek ' project' funds on the country or regional level. This needs to be financially administered through a host institution, and based upon agreement with the Secretariat. Constituted Chapters need to fully comply with national regulations regarding seeking or accepting donations; where this is permitted, Constituted Chapters can take this route based upon agreement with the Secretariat. Constituted Chapters have the right to offer C4D training and capacity development events, which can carry a charge; these income-generating events need to be financially administered through a host institution, and based upon agreement with the Secretariat.
FAQs About Network Development
WHAT IS THE EVOLVING NATURE OF COUNTRY CHAPTERS?
There are levels of evolution for Country Chapters.
- Level 1 - Fledgling Country Chapters: these are groups that have met once or twice, or possibly only had some initial correspondence between members about meeting up. There is interest but not yet a clear group of champions who will take organising forward.
- Level 2 - Formalising Country Chapters: these are groups that are getting organised. Many rely on one champion who drives planning forward. In these groups there is often an expressed need for more 'sharing of the load' and more structure.
- Level 3 - Fully Constituted Country Chapters: these are groups which are already solid in terms of a core membership and a track record of organising events; many may already have an identified 'Coordination Team' and 'Chair or Focal Point' and now they are 'constituting' themselves as a recognised official Country Chapter. This entails nominating Coordination Team members to represent the Chapter within a 'Global Team', and signing an annual 'Chapter Agreement' with the Network Secretariat.
FAQs About Country Chapters Organisation
WHAT IS THE SYSTEM OF REPRESENTATION FOR COUNTRY CHAPTERS?
The Chair should be nominated by members of the Coordinating Team. In a very well established chapter, the Coordination Team itself should be voted for by the country membership – however this may take a few years of development. The Chair officially represents the chapter internationally and nationally and ensures that they or one of the Coordination Team is available for each of the Global Management team Skype calls, held monthly.
WHO IS RESPONSIBLE FOR A COUNTRY CHAPTER?
The Coordination Team is responsible for the activities of the Country Chapter, and for the alignment of the Country Chapter with the values and principles of the Network.
HOW ARE COUNTRY CHAPTER COORDINATION TEAMS ORGANISED?
The Coordination Team should ideally consist of three or more members who take on this role for a calendar year. The Coordination Team is there to facilitate the smooth running of the Constituted Country Chapter. It should not be an onerous task; it is not envisaged as more than a couple of hours per month.
WHAT DO COUNTRY CHAPTER COORDINATION TEAMS DO?
It is largely self-defining for each Coordination Team as to how they function and their structure (some are less formal, while others have elected positions responsible for areas such as communications, events, and membership), but essentially it needs to be an active body that meets at least quarterly, has good communication, and who makes decisions about the following:
1) Schedule of activities for the country chapter – at minimum, quarterly events
2) Development of country chapter initiatives, for example the chapter might want to develop project proposals, seek funding for events such as country consultations or trainings, etc.
WHAT IS ‘HOSTING’ OF COUNTRY CHAPTERS?
Ideally, the Constituted Chapter will be hosted by an Associate Institution of the Network, who will provide a physical location for meeting venues, office support, etc as determined by the Associate. Chapters need a host institution because Chapter funds (income, project funds, donations etc) cannot be administered by individuals. The host institution is responsible for the administration of Chapter funds, which are administered through the Host institution’s financial management system. The host institution is not responsible for governance or decision-making for the Chapter (that is the responsibility of the Coordination Team and Chair).
In addition to financial administration the host institution may potentially also provide other support services and resources for the Chapter. These include: a) being the official address for the Chapter, b) providing basic office facilities and support (e.g. printing, wifi etc), c) offering coordination services, d) management/supervision of volunteers, e) being the host for local registration of the Constituted Country Chapter as an NGO or project, if registration is required by local authorities. The hosting agreement outlines the exact support services and resources that have been agreed by the Host and the Coordination Team for the Chapter. It clearly lays out roles and responsibilities, as well as the scale and boundaries regarding service provision. As the Chapter evolves and generates income or secures funding it may wish to pay the Host a fee for the agreed hosting services.
WHAT IS IN THE 'CHAPTER AGREEMENT?'
The Chapter Agreement is an annual goodwill contract between a Constituted Country Chapter and the Network Secretariat.
It covers the following:
LEADERSHIP: Naming a Chair/Focal Point, (optional)
COORDINATION: Naming a minimum of 3 members serving on the Country Chapter Coordination Team for a period of one year each, on a volunteer basis. Ideally 3 Associate reps and 3 individual members.
SCHEDULE & SYSTEM: Presentation of an Annual Plan for the Chapter, including proposed schedule of events and a system for coordination and reporting.
HOSTING: Naming an in-country institution which will host the Country Chapter annually (based on a Hosting Agreement) (optional)
MISSION: Agreement to advance the mission of the Network; to support those working in the field of communication for development and to support the increased effectiveness and impact of communication for development, as a sector and area of practice, for the achievement of international development and human rights goals.
VALUES & PRINCIPLES: Agreement to ascribe to the C4D principles of participation, social justice and equity.
POLICIES: Agreement to not contravene any policies of the Network, primarily in the area of commercial solicitation.
GRIEVANCE PROCEDURES: If the Chapter appears to contravene this agreement, the matter will go to the Global Tram for arbitration. If the matter is not satisfactorily resolved the Chapter's Coordination Team and Chair will be asked to stand down, and a new Team drawn from Country membership temporarily put in place by the Secretariat, until national membership elections can take place within the annual term to identify a new Team.