Amendments

Chapter opening policy

1. Setup unit in all countries
2. Develop as a Chapter with additional responsibilities
Noolaham Foundation Chapters are legally entitled in the UK, Canada, Australia, and Norway. Some of the chapters have been formed in the USA, France, Germany, Switzerland, Netherlands, Singapore, Malaysia within the Noolaham Foundation network. These structures will be expected to form in other countries also. The present policy is meant for the network to better understand this concept and to assess the steps by which to achieve the Noolaham Foundation Goal, based on an analysis of experiences shared by Noolaham Foundation board members. Firstly, explores the meaning and definition of “Noolaham Advocacy”, as also seen through the lens of different fund collection systems in other countries. It then presents and analyses existing examples of good practices of Noolaham Advocacy in a number of countries, grouped according to one of the three dimensions: the legislative dimension, the financial dimension or and the policy dimension. These examples can serve to inspire, build confidence and to teach, as well as to be (adapted and) replicated in other countries, depending on the context. The main goal of this policy is to facilitate advocacy, the expansion of activities, information and fund collections to stimulate and encourage discussion among the Governance Board members and to give a top-down definition or to suggest one unique model for all the countries.

Fundraising and mobilization Chapters' primary responsibility shall be fundraising and mobilization of members: Fundraising for Friends of Noolaham Specific project-based fundraising Project partnership-based funding One-off donations (individual and/or organization) In-kind donation (equipment, server, etc) Institutional partnership and funding, i.e. UTSC, UCLA, etc

Chapters could spend upto 10% of the raised funds towards Chapter programs/projects (and not operations).

Fund management
1) For registered chapters: Organizational bank account creation Paypal Donorbox Signatory Fund transfer (monthly)
2) For non-registered chapters: Through another organization Ex: Manitha Neyam Trust, Direct transfer to Sri Lankan Bank account,

Operations
A new chapter setup process A Chapter shall be composed of a Mentor, Co-mentor, Members, and contributors. A Mentor and a Co-mentor shall be assigned from the Board to coordinate a Chapter’s operations. Chapter Mentor. The selection process -- Brick system Provide feedback regarding the country specific fundraising model Chapter-based responsibilities. Finance, fundraising, mobilisation Ensure the planned monthly cash flow and transfer Check, review, and maintain bank balance on monthly basis Collections Communications and outreach

Chapter Co-Mentor

A chapter member. How to join? Responsibilities. Mentors shall introduce new Chapter Members.

A chapter member shall mobilize a minimum of 10 members to Noolaham Foundation who can contribute monthly. (Please refer to the country-specific contribution document for more details on amounts; the monthly contribution amount is reflective of the hourly minimum wage of the respective country). Chapter Members shall monitor and ensure acknowledgment letters and receipts are being sent to the contributors. Chapter Members shall support the Noolaham Foundation staff to maintain the relationship with the contributors. Chapter Members shall identify new and/or existing collections and conduct outreach to diaspora individuals and organizations in order to develop Noolaham’s work. Only Chapter Mentors have the authority to make decisions pertaining to Chapter operations. A Chapter Member could contribute to Noolaham Foundation’s programs and projects directly by contacting the respective program or project Mentor or Co-mentor. Chapter meetings shall be held on a quarterly basis (according to the needs of the specific Chapter). The Finance Sector lead shall organize the meeting and the Chapter Mentors and Members, Resource Mobilisation Mentors, and the CEO shall be present in the meetings. The Finance Sector lead shall share an agenda for each meeting in advance and be responsible for recording minutes, and the meeting minutes shall be shared via the respective email thread within a day.

Programs and projects A Chapter shall engage in programs and projects to document and archive their respective country-specific diaspora histories, i.e. oral history recording, organizing archival-related meetings, writing biographies, etc. All other programs and projects are managed and facilitated by Noolaham Foundation.

Communications A Chapter could organize promotional events and related activities. Chapter Members could outreach to individuals and potential members through their personal and professional networks. Chapter Members could organize outreach and promotional meetings with interested individuals and organizations in the respective countries. A summary of the meeting/event shall be shared in the respective Chapter email thread within a day (including photographs if applicable). Any other form of communication shall be processed through Noolaham Foundation. For example, designing a flyer or a publication shall be consulted and processed through the Communications Process team at Noolaham Foundation.

Research based Documentation policy

Noolahan Foundation Research Partner Program
Noolaham Foundation supports learning, teaching and research through creating collections on specific themes, documentation, reference services, research support services, collaborative scholarly publishing, tools, capacity building and technology solutions. A core part of Noolaham’s objective is to support researchers at all levels. Noolaham supports independent as well as affiliated researchers. Noolaham Foundation’s Research Partner Service provides advanced support to researchers throughout the life cycle of their research.

Noolaham Foundation provides the following services to Research Partners:
Research Support Services Bibliographic search - we will assist in conducting a bibliographic search of books, journal articles, audio/visual materials, and datasets relevant to the research. Help obtain items such as journal articles and works not available in Noolaham Research consultation with scholars or subject experts Multimedia Documentation/Field Research Services Oral History Recording Field Documentation (photography, videography) Field Data Collection Digitization and Digital Preservation Services We will digitize, and where appropriate digitally preserve and make accessible materials researchers need for their research. Research Skills/Research Assistant (RA) training: Volunteer librarians/scholars will work with you or your Research Assistants to ensure that you/they have the research skills to support your work. Research Data Management We will help you develop a research data management plan, as well as help you publish/steward your research data for the long term. Technical Support We will collaborate with you or assist you in developing scripts, visualization etc to conduct your research. Scholarly Publishing Support We will assist you with publishing your research outputs in journals/magazines as well as via other publications such as books. Popularizing Research through Mainstream Media Get help from NF Field Researchers Network

Criteria for Research Partners
Noolaham Foundation is committed to supporting research that is conducted in line with scholarly ethics and accessible to the public. Noolaham Foundation only accepts Research Partners who share this vision. Thus, we are committed to publishing the research data, research software as well as scholarly outputs under open access guidelines, while taking steps to protect privacy/safety and copyrights. We welcome proposals from research partners on topics and themes that concern the Sri Lankan Tamil-speaking communities. We will give preference to research that is conducted in Tamil, in Sri Lanka, and research related to special collections that either has been developed or will be by Noolaham Foundation: LGBTQ+, Anti-Caste Struggle, Muslim, Women, Minorities of North East, Upcountry, Costal Vedas Archives. Noolaham Foundation will not provide input or take responsibility with respect to research content or analysis. The scope of the support will be determined on a case-by-case basis taking into consideration the need and potential impact of particular research projects.

Expectations from the Researcher
Researchers will provide a copy of their research outputs to be made openly accessible, including the following:

• Bibliography/citations related to research according to library standards
  
• Research data, including field notes, datasets, media etc.
  
• Software, including visualization/map/electronic notebooks specifically developed for the research
  
• Publications such as journal/magazine articles, books
  
• Recording of workshops, events related to research
  

The researcher appropriately recognizes Noolaham Foundation’s contribution in their publications and communications. We welcome if the researcher can provide mentorship to up and coming researchers; however, this is not mandatory. References

• Research partner and search methodology expert: the role of the librarian in systematic reviews
  
• A New Partner in the Process: The Role of a Librarian on a Faculty Research Team

Diversity Reporting Template

1. Collections
a) Acquisitions
When accessing materials or collections for acquisitions (including print and multimedia), the staff member who is responsible for the assessment shall ensure to complete the diversity matrix [prepare a matrix in consultation with the mentors].
b) Develop special collections
Develop existing and new special collections to ensure and solidify diversity in the collections of Noolaham.
c) Metadata creation
The metadata creation staff shall ensure diversity in their use of controlled vocabularies and descriptions at all levels - collection, file, and item-level metadata.
d) Information architecture
The information architecture of Noolaham and Aavanaham sites shall be modified to reflect and provide easy access to diversity-related collections and materials.
e) Field research
Establish a diversity committee with a minimum of five individuals from diverse backgrounds to ensure equity in representation. All new major research projects shall consult with the diversity committee and obtain their approval prior to field research.
f) Evaluation
Diversity shall be ensured at all levels by all staff members during the collection and collection development process. Upon completion of each project, a diversity assessment report shall be prepared by the Project Lead. A biannual evaluation across Noolaham’s collections and projects shall be carried out by the Program Manager and a diversity assessment report shall be prepared and presented to the Board.

2. Human Resources
a) Recruitment
Ensure diversity in the interview panel, selection of candidates, and hiring new employees. Job vacancy notice - include a statement of diversity
b) Assessment of diversity in the workplace
A biannual assessment related to diversity in all sectors and levels of the organization shall be performed by the CEO and a report shall be submitted to the report.
c) Diversity training
A diversity training as part of the induction to Noolaham for new employees shall be carried out by the hiring managers in accordance with Noolaham Foundation’s Diversity Manual.
Create NF Diversity Manual (basic and sector-specific training)
Create Noolaham’s Diversity Matrix
3. Governance Board
a) New members to the Governance Board (Grey or Regulatory Boards) shall be selected following an assessment of Noolaham’s Diversity Matrix to ensure diversity in the leadership level. Include diversity as part of the Brick system.
4. Partnerships and collaborations
a) Organize partnerships and collaborations with organizations/groups that advocate for diversity and invite them to facilitate workshops to Noolaham staff, project/process mentors, and Board members.
5. Communications and promotional activities
a) All Noolaham communication and promotional materials (print and multimedia) shall be assessed for diversity and diverse vocabulary before publications.
6. Programs and Projects
a) All programs and projects shall be assessed for diversity and diversity-related topics. Findings from research and other projects and or any concerns raised regarding diversity issues shall be addressed in due course.

Revise Weekly working Hours / Leaves

Working hours have been reduced from 45 hours to 40 hours from five and a half days to five days in the HR manual. Staff should finish their performance on the 6th day in case they fail to achieve their performance within the 5 working days. Staff can take leave after informing the relevant manager but annual leave can be taken by getting approval from the relevant manager within two weeks. The staff has to work for all 6 six days within their probationary period.
1. Define working hours as 40 from 45
2. Increase working days to 5 from 5 1/2
3. Based on performance all staff should come and finish work 6th day
4. There are no leave without approval
5. Probationary period all staff should come 6 full days to work
Working days and hours
Working hours are specified in internal rules, except for contrary arrangements specified in the individual contract ( especially for field researchers), as follows:

• 40 hours per week (Normal working time) from Monday to Friday
  
• 8 hours per day from 8.30 am to 5.00 pm ( with one break of half an hour)
  

The weekly working timetable can be modified if the program requires it or on any specific request from the employee. The chief executive officer must approve this modification. All employees are requested to mark their daily starting time and finishing time with a signature in the attendance Marking book of the Noolaham Foundation or fingerprint machine.
Probationary period
The Probation period is two months for the Digital Preservation & Field research officers & one month for the other officers in Noolaham Foundation. During the probationary period, the staff is not eligible to take leave. End of the probation period, their Annual, Casual, Sick leave is accumulated & Staff is eligible to take those leave. If staff take leave during the probation period, their salary is not paid for their leave. The staff has come to work on all 6 days during their probation period.

Transparency of Noolaham meeting minutes

All project and process meeting minutes shall be prepared by the Sector Lead in the following format and shall be sent to the respective project/process email thread:

கலந்துரையாடல் சந்திப்புத் திகதி:

ஒழுங்கமைப்பு/தொகுப்பு:

கலந்துகொண்டவர்கள்:

சந்திப்பு நோக்கம் (Agenda):

செயற்பாட்டுப் பணிகள் (Action Items):

சந்திப்புக் குறிப்புக்கள்:

Resource mobilization strategy and policy

Resource Mobilization and Financial Management
The GB is responsible for developing and managing the Global Annual Plan of Noolaham Foundation and its Chapters. It is the responsibility of the Noolaham Foundation and its Chapters to ensure that the GB has access to the financial information of all its entities.
Source of funding resource mobilization plan
There will be two main resources for grant mobilization namely regular and non-regular donations. Regular resources will be provided by relevant resource networks throughout the world, friends of Noolaham Foundation, patrons, technical advisors, members of regulatory bodies, the chapter community, and through the initiation of fundraising activities by Noolaham Foundation in Sri Lanka to cover routine operational cost and expenditure.
Seven chapters, Directors of the Board, members of the Governance Board, other well-wishers, and friends-network of Noolaham Foundation will be the primary source of operational functions. All chapters will ensure their commitment during the fourth quarter of each year and will mobilize funds and commitment by the first quarter of the following year, while the second and third quarters will be the periods for actual implementation. Reporting will be carried out during the fourth quarter of each year.
a) Responsibility of the Governance Board

• GB shall take responsibility for the minimum annual budget benchmark and for the operational budget for every year.
  
• GB shall also define donor members, individual donations, and events.
  
• Develop new projects and fundraising (People / Places / Organizations)
  
• Donor / Volunteer recognition plan including SMEs

Sustainability strategy

All documents collected through projects will be digitalized and preserved as archived on the official website of the Noolaham Foundation. Stakeholders will be the primary responsible persons to coordinate with the relevant stakeholder in their respective locations.
Sufficient backup will be made and maintained in many locations to protect the documents from hackers and breakers. The main server will be the primary source of information control and the administrator will be the key focal person to operate and administrate the entire system of Noolaham Foundation. The document and question/questions bank will be made available for access.
The volunteer network established through active involvement in documentation and preservation activities will serve as the stable contributors to the continuation of community efforts on resource mobilization and as vigilant groups to identify and support the socio-economic development of each community group, social groups, and the Tamil speaking community as a whole.
The relevant government and non-government stakeholders will be the key contributors to community construction and preservation of potential heritage, and will also be the primary officials for harmonization of potential contributors and creative commons. Through the establishment of a forum, relevant expertise will be linked and networked. Any new ideas or findings shall be discussed in relevant forums to increase the technical know-how of the Tamil-speaking community. And through archiving web and multimedia components, information and documents will be permanently preserved.
Through engaging in research on important topics in required areas, a knowledge targeted student community will be developed, and this will serve as a potential knowledge contribution to the Tamil speaking community, to plan and perform many social and cultural initiatives, and to cater to the needs and rights of the Tamil speaking community in Sri Lanka and around the world.
The establishment of a network between the Sri Lankan Tamil-speaking community and the Diaspora will be a bridging agent to fulfill certain social and economic needs to fill the gaps in the targeted community. Potentially viable and feasible activities will also be made available for external sharing and any interested parties shall communicate with community groups directly and offer support to the socio-economic and political development of the targeted community.

1. Process / Project / Theme Mentors should find Process co-mentors from outside the organization
Process and project theme mentors have to join co-mentors for all processes from the outside who are edible, skillful, supportive, and interested in learning.
2. When taking new responsibilities cross OTS dependencies number below '5'
Every mentor has to keep the dependency of OTS below 5. This will allow the foundation to run independently and reduce the need for dependency.
3. Maximum process threshold should be created
Each process has to be achieved with its maximum outcome by optimizing the quality, quantity and inputs of the process.
4. Heavy process/project should be split and maintained in small size
HR has been divided into three processes staff recruitment, admin and payroll, and KPI staff training and development.
5. Most dependent process mentors should inform to board to find volunteers for their process/project
Process mentors with high dependency should inform the board to find volunteers for their projects/processes.
6. Same kind of process should be handled by different people
The project and operation should be handled by two different mentors and people in the same project.

Restrcturing sub committees

Every Sub Committees should be made as a process and avoid permanent subcommittees. Collection Development is a process and HR process divided into 2 processes such as 10.1 HR recruitment & selection and 10.2 KPI and career planning training and learning development and 10.3 HR admin and Payroll. Process and project management oversight is also divided into 2 processes such as 9.1 process management oversight and 9.2 project management oversight. Mentors and co-mentors should be allocated to each respective process.

Policy development procedure

a) Noolaham Foundation’s process mentors can initiate a new policy related to their process.
b) The new policy shall be created based on an existing issue/s or it can also be improvised to address any organizational development matters.
c) All Noolaham policies shall adhere to the government and legal policy regulations and standards of Sri Lankan and relevant countries.
d) A policy shall be first discussed in the 'Governance & Policy' process meeting. A draft of the discussed policy shall be created and submitted to the GB for further discussion.
e) Following approval from the GB, a final version of the policy shall be added to the GPP manual.