Governance Policy

1. Governance Policy

 

Organisation: End Time Overcomers C.I.C.

 

Purpose

 

To ensure that End Time Overcomers C.I.C. (ETO CIC) operates with integrity, transparency, and accountability in line with the principles of good governance and the regulations of Companies House and the Office of the Regulator of Community Interest Companies.

 

Scope

 

This policy applies to all Directors, staff, volunteers, and any individuals acting on behalf of the organisation.

 

Policy Statement

 

ETO CIC is committed to upholding strong governance practices that safeguard the organisation’s mission, ensure effective leadership, and maintain public confidence.

The Board of Directors shall collectively oversee strategy, compliance, finances, and risk management.

 

Responsibilities

 

Board of Directors: Provide leadership and approve strategic and financial decisions.

 

Managing Director: Implement board decisions and oversee daily operations.

 

All Staff & Volunteers: Act in line with governance standards and organisational values.

 

 

Review

 

This policy will be reviewed annually or following any major organisational change.

 

 

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2. Conflict of Interest Policy

 

Purpose

 

To prevent conflicts between personal interests and the duties owed to the organisation.

 

Scope

 

All Directors, staff, and volunteers.

 

Policy Statement

 

All individuals must declare any personal, financial, or professional interests that could conflict with their role at ETO CIC. Decisions must be made solely in the best interest of the organisation and its beneficiaries.

 

Responsibilities

 

Directors: Declare any conflicts at board meetings.

 

Staff/Volunteers: Report potential conflicts to the Director.

 

Secretary: Maintain a register of declared interests.

 

 

Review

 

Reviewed every 12 months.

 

 

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3. Data Protection & GDPR Policy

 

Purpose

 

To ensure compliance with the UK General Data Protection Regulation (UK-GDPR) and Data Protection Act 2018.

 

Scope

 

All personal data collected, stored, or processed by ETO CIC.

 

Policy Statement

 

ETO CIC values the privacy of its service users, employees, and supporters. We collect only the data necessary for service delivery and store it securely. Data is not shared with third parties without consent or legal basis.

 

Responsibilities

 

Data Controller: The Director.

 

All Staff: Must follow data security procedures and report breaches immediately.

 

 

Review

 

Annually or upon legislative change.

 

 

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4. Confidentiality Policy

 

Purpose

 

To maintain trust by protecting private information about clients, staff, and partners.

 

Scope

 

All individuals working or volunteering for ETO CIC.

 

Policy Statement

 

Information shared with ETO CIC is confidential and must not be disclosed without consent unless required by law or safeguarding obligations.

 

Responsibilities

 

All personnel must sign a confidentiality agreement.

 

Breaches may result in disciplinary action or legal proceedings.

 

 

Review

 

Every 12 months.

 

 

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5. Financial Management & Controls Policy

 

Purpose

 

To ensure responsible financial stewardship of public, grant, and donated funds.

 

Scope

 

Directors, Finance Officers, and authorised personnel.

 

Policy Statement

 

All financial activity shall be transparent, properly recorded, and independently reviewed. Two authorised signatures are required for any expenditure over £250. Bank reconciliation and annual accounts will be maintained accurately.

 

Responsibilities

 

Treasurer/Finance Officer: Oversee transactions and budgets.

 

Directors: Approve annual accounts and audits.

 

 

Review

 

Every financial year.

 

 

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6. Equality, Diversity & Inclusion (EDI) Policy

 

Purpose

 

To promote fairness, equality, and respect across all operations.

 

Scope

 

All service users, staff, and volunteers.

 

Policy Statement

 

ETO CIC opposes all forms of discrimination and actively promotes inclusion regardless of age, disability, gender, race, religion, sexual orientation, or socio-economic background.

 

Responsibilities

 

Management: Embed EDI principles in policies and recruitment.

 

Staff: Treat everyone with dignity and respect.

 

 

Review

 

Annually.

 

 

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7. Safeguarding Policy (Adults & Children)

 

Purpose

 

To protect children, young people, and vulnerable adults from abuse or neglect.

 

Scope

 

All employees, volunteers, contractors, and trustees.

 

Policy Statement

 

ETO CIC has zero tolerance for abuse or exploitation. All staff and volunteers must complete safeguarding training and report any concerns immediately to the Designated Safeguarding Lead.

 

Responsibilities

 

Designated Safeguarding Lead: Angella Defoe (Director).

 

All Staff: Report concerns promptly.

 

Management: Ensure DBS checks are carried out.

 

 

Review

 

Every year or following any incident.

 

 

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8. Whistleblowing Policy

 

Purpose

 

To allow individuals to report wrongdoing safely and without fear of reprisal.

 

Scope

 

Staff, volunteers, and partners.

 

Policy Statement

 

ETO CIC encourages the reporting of any illegal, unethical, or unsafe practices. Reports will be treated confidentially and investigated promptly.

 

Responsibilities

 

Director: Investigate all disclosures.

 

Reporter: Provide honest and factual information.

 

 

Review

 

Every 12 months.

 

 

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9. Code of Conduct

 

Purpose

 

To set behavioural standards expected of all representatives of ETO CIC.

 

Scope

 

Applies to all directors, staff, and volunteers.

 

Policy Statement

 

All representatives must act with integrity, professionalism, and respect. They must not engage in behaviour that brings ETO CIC into disrepute.

 

Responsibilities

 

Leadership: Lead by example.

 

Staff/Volunteers: Follow ethical and professional standards.

 

 

Review

 

Every 12 months.

 

 

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10. Health & Safety Policy

 

Purpose

 

To ensure a safe environment for all staff, volunteers, and service users.

 

Scope

 

All ETO CIC premises and activities.

 

Policy Statement

 

ETO CIC complies with the Health and Safety at Work Act 1974. Risk assessments will be conducted regularly, and incidents recorded and reviewed.

 

Responsibilities

 

Director: Overall responsibility.

 

All Staff/Volunteers: Follow safety guidance and report hazards.

 

 

Review

 

Annually.

 

 

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11. Complaints & Feedback Policy

 

Purpose

 

To provide a fair and transparent process for raising concerns.

 

Scope

 

All service users, staff, and partners.

 

Policy Statement

 

ETO CIC welcomes feedback and complaints as an opportunity to improve services. Complaints will be acknowledged within 5 working days and resolved within 20 working days where possible.

 

Responsibilities

 

Director: Oversee complaints process.

 

Complainant: Provide accurate details of concern.

 

 

Review

 

Annually.

 

 

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12. Risk Management Policy

 

Purpose

 

To identify and mitigate potential risks to the organisation’s operations.

 

Scope

 

All areas of ETO CIC activity.

 

Policy Statement

 

ETO CIC maintains a risk register identifying key operational, financial, reputational, and safeguarding risks. Risks will be reviewed quarterly and mitigation actions recorded.

 

Responsibilities

 

Board of Directors: Review and approve risk register.

 

Staff: Report new or emerging risks.

 

 

Review

 

Quarterly.

 

 

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13. Fundraising & Donations Policy

 

Purpose

 

To ensure all fundraising activities are ethical and transparent.

 

Scope

 

All staff, volunteers, and fundraising partners.

 

Policy Statement

 

ETO CIC will comply with the Fundraising Regulator’s Code of Fundraising Practice. Donations will only be accepted if they align with the organisation’s values and objectives.

 

Responsibilities

 

Director: Authorise fundraising campaigns.

 

Finance Officer: Record and report donations accurately.

 

 

Review

 

Annually.

 

 

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14. Financial Reserves Policy

 

Purpose

 

To maintain financial stability and ensure continuity of services.

 

Scope

 

The organisation’s unrestricted funds.

 

Policy Statement

 

ETO CIC aims to maintain a reserve equal to three months’ operational costs. Reserves will only be used in exceptional circumstances with board approval.

 

Responsibilities

 

Board: Review reserves annually.

 

Finance Officer: Monitor cash flow.

 

 

Review

 

Annually.

 

 

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15. Anti-Fraud & Anti-Corruption Policy

 

Purpose

 

To prevent, detect, and respond to fraud and corruption.

 

Scope

 

All financial and operational activities.

 

Policy Statement

 

ETO CIC operates a zero-tolerance policy toward fraud, theft, or corruption. All suspected cases will be investigated and, if necessary, referred to the police or relevant authorities.

 

Responsibilities

 

Finance Officer: Monitor for irregularities.

 

Staff/Volunteers: Report suspicions immediately.

 

 

Review

 

Annually.

[05/12/2025, 12:28] Angella Defoe: 1. Programme Title

 

The Odlum Global Education Scholarship Programme

A legacy initiative of End Time Overcomers Community Interest Company (C.I.C.)

 

 

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2. Background & Rationale

 

The Odlum Global Education Scholarship Programme is established by Angella Defoe, Founder and Director of End Time Overcomers C.I.C., to honour the extraordinary life and legacy of her father, George William Odlum—one of the Caribbean’s most brilliant political thinkers and the first Black President of the Student Union at the University of Bristol in 1958.

 

Although the founder never had the opportunity to meet her father, his influence is deeply present in her values, her advocacy work, and her lifelong commitment to uplifting the vulnerable. Family members, especially her uncle Lindsay, have long recognised the strong similarities in character, resilience, courage, and leadership.

 

This programme continues his belief that:

 

Education transforms lives

 

Every child deserves a chance to excel

 

Leadership, compassion and service are foundational to nation-building

 

 

The scholarship honours his values without making any exclusive personal claim over his name or legacy, ensuring respect for all family members while still celebrating his significant contribution to global education and social justice.

 

 

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3. Purpose of the Programme

 

To increase educational access for students from underprivileged and underrepresented backgrounds globally by providing:

 

Financial support for secondary, university or postgraduate study

 

Mentorship, leadership development and personal growth opportunities

 

A platform that encourages scholars to return value to their communities

 

Recognition for students who demonstrate excellence, compassion, and service

 

 

 

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4. Programme Objectives

 

1. Support high-potential students who face financial, social, or structural barriers.

 

 

2. Develop global leaders who demonstrate compassion, community service, and moral character.

 

 

3. Encourage students to uplift their home communities upon completion of studies.

 

 

4. Strengthen international partnerships between End Time Overcomers CIC and educational institutions.

 

 

5. Establish an annual cohort of “Odlum Scholars” celebrated for academic excellence and personal integrity.

 

 

 

 

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5. Eligibility Criteria

 

Applicants must:

 

Be between 15–30 years old

 

Demonstrate academic potential OR talent in any academic field

 

Face financial hardship or limited access to educational opportunity

 

Show evidence of compassion, community engagement, or leadership qualities

 

Commit to giving back to their home country or community

 

Display values of kindness, integrity, and a desire to make positive change

 

 

The programme is open globally, with a particular emphasis on Africa, the Caribbean, and disadvantaged communities in Europe.

 

 

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6. Types of Support Offered

 

Tuition support

 

Learning materials

 

Exam fees

 

Travel or accommodation assistance (case-by-case)

 

Mentorship and academic guidance

 

Personal development workshops hosted by ETO CIC

 

Leadership and service modules inspired by the legacy of George Odlum

 

 

 

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7. Programme Delivery (via End Time Overcomers CIC)

 

End Time Overcomers C.I.C. will:

 

Administer the programme independently

 

Manage applications and shortlisting

 

Conduct interviews and selection

 

Provide ongoing pastoral and mentoring support

 

Produce annual impact reports

 

Facilitate partnerships with universities and international organisations

 

 

A separate bank sub-account will be created exclusively for scholarship funds to ensure financial transparency and compliance.

 

 

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8. Anticipated Impact

 

Increased access to education for disadvantaged youth

 

Development of compassionate global leaders

 

Strengthening of international educational bridges

 

Preservation of George Odlum’s values and contributions through meaningful action

 

Empowerment of students who will return to uplift their home countries

 

 

 

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9. Launch Timeline

 

2025–2026: Development, fundraising, university partnerships

 

March 2026: Official launch

 

2026 onward: Annual scholarship cycles

 

 

 

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10. Long-Term Vision

 

To grow the programme into a global educational foundation

 

To partner with universities including Bristol, Oxford, and other institutions

 

To expand leadership development programmes internationally

 

To create a prestigious network of “Odlum Scholars” dedicated to global impact