How decisions are made, recorded and checked

Governance at SWAMITRA is designed to be boring in the best sense: predictable meetings, written decisions, declared interests and an audit trail that outlives the people who created it.

Governance structure

The Foundation operates a three-tier structure. The Board of Directors holds ultimate responsibility for the charitable objects. Board committees carry out detailed scrutiny in their areas. The executive team delivers within a written delegation of authority.

Board of Directors — strategy, budget, risk and appointments
Board committees — audit, programme quality, research ethics, safeguarding
Executive team — delivery within a documented delegation of authority

Committees

Each committee has written terms of reference, a defined composition and a reporting line to the Board. Statutory committees, including the Internal Committee and the safeguarding function, are constituted and trained before any related activity begins.

Written terms of reference, reviewed annually
Independent membership where the subject requires it
Minutes recorded and reported to the next Board meeting

Decision-making framework

Decisions are classified by value and by risk. Routine operational decisions sit with the executive; anything that commits the Foundation financially, publicly or reputationally beyond a defined threshold goes to the Board or its committee.

Every material decision is recorded in writing with its rationale
Conflicts of interest are declared and the interested person recuses
Research and advisory outputs are not influenced by funding relationships

Risk & compliance

The Foundation maintains a risk register covering safeguarding, statutory compliance, financial control, data protection and reputational risk. It is reviewed by the executive monthly and by the Board quarterly.

Safeguarding and child protection treated as the highest-priority risk category
Statutory filings, audits and policy reviews tracked on a compliance calendar
Whistleblower channel available to staff, volunteers and partners

Committee structure at a glance

Board committees, their remit, composition and meeting frequency
Committee	Remit	Composition	Meets
Board of Directors	Strategy, annual plan, budget, appointments, risk and adherence to the Objects Clause	Executive and independent directors	At least quarterly
Audit & Finance Committee	Internal controls, statutory audit, utilisation of funds and financial reporting	Chaired by an independent director	Quarterly
Programme & Quality Committee	Curriculum quality, framework revisions, trainer standards and assessment integrity	Directors and subject experts	Quarterly
Research Ethics Committee	Research design, consent, data protection and publication ethics	Independent academic members	As required, minimum twice a year
Internal Committee (POSH)	Complaints of sexual harassment, inquiry and annual reporting	Presiding officer, members and an external member	As required, minimum quarterly
Child Protection & Safeguarding	Safeguarding policy, screening, training and incident response	Designated Child Protection Officer and members	Quarterly and on incident
Grievance Redressal	Grievances from staff, volunteers, participants and partner institutions	Grievance officer and nominated members	As required

Committee membership is published alongside leadership profiles once appointments are confirmed.