Personnel Signing Packet
One Light International, Inc. · Registered 501(c)(3) · EIN 99-0505895. Every person signs the documents relevant to their role, for the specific project they are joining. Project-specific documents are re-signed for each new project.
The signing matrix
Find the row matching the person’s role, then collect every document marked R (required) and every If applic. item that fits what they will actually do.
| Role | Engage. | Conduct | COI | Confid. | AT / Sanc. | FCPA | Safeg. | Cash |
|---|---|---|---|---|---|---|---|---|
| Director / Officer | — | R | R | R | R | R | If applic. | If applic. |
| Employee / paid staff | R | R | R | R | R | R | If applic. | If applic. |
| Traveling daʻī / field worker | R | R | If applic. | R | R | R | R | If applic. |
| Volunteer (general) | R | R | If applic. | R | If applic. | If applic. | If applic. | If applic. |
| Contractor / consultant | R | R | If applic. | R | If applic. | If applic. | If applic. | If applic. |
| Local partner staff / Dawah Hero trainee | — | R | If applic. | If applic. | R | If applic. | R | If applic. |
R = required for this role, every time. If applic. = required only if the condition applies (see below). — = not required for this role.
How to read the “if applicable” items
- Conflict of Interest is required for anyone with purchasing, hiring, or partner-selection authority. A general volunteer with no such authority does not need it.
- Anti-Terrorism / Sanctions and Anti-Corruption (FCPA) are required for anyone who handles funds, selects or pays partners or vendors, or has contact with officials or chiefs. For field workers abroad, treat both as required.
- Safeguarding is required for anyone who will have contact with children, vulnerable people, beneficiaries, or new Muslims under mentorship. For field daʻīs and Dawah Hero trainees, treat it as required.
- Field Cash is required only for those authorized to hold, move, or disburse One Light funds in the field.
- Engagement Agreement is signed by workers, volunteers, and contractors. Directors and officers serve under their board role and a separate consent.
The documents in the packet
- 01 · Worker / Daʻī Engagement Agreement
The umbrella agreement. Defines the role, the nature of the engagement (volunteer, employee, or contractor), authority limits, and incorporates every policy. Conditioned on sanctions screening, and safeguarding screening where required. Governed by Maryland law.
- 02 · Code of Conduct and Ethics Acknowledgment
The baseline conduct, honesty, and reporting commitment. Everyone signs this. Reporting concerns is mandatory, and retaliation against good-faith reporters is prohibited.
- 03 · Conflict of Interest Disclosure Statement
Annual disclosure for directors, officers, key employees, and anyone with decision-making, purchasing, or hiring authority. Requires recusal from any decision where a conflict exists.
- 04 · Confidentiality and Data Protection Agreement
Protects donor, beneficiary, and convert information — in some regions a duty of safety, not just privacy. Survives the end of the engagement. Media of beneficiaries requires informed consent, never where publication could expose a person to harm.
- 05 · Anti-Terrorism, Sanctions and AML Acknowledgment
Keeps One Light resources away from sanctioned and terrorist parties. Includes consent to screening, vetting of all recipients, and a stop-and-report duty on any red flag.
- 06 · Anti-Corruption and Anti-Bribery (FCPA) Acknowledgment
No bribes to officials or chiefs, no facilitation payments, no payments through intermediaries One Light could not make directly. It is never a violation to refuse to pay a bribe.
- 07 · Child Protection and Safeguarding Agreement
Zero tolerance for abuse or exploitation, safe-conduct rules, screening consent, and immediate mandatory reporting to the Compliance Officer or Safeguarding Focal Point. Failing to report a concern is itself a serious violation.
- 08 · Field Cash and Financial Handling Agreement
For anyone who holds, moves, or disburses funds in the field: prior authorization, contemporaneous logging, no personal accounts or commingling, full reconciliation on return.
Onboarding steps
- Identify the person’s role and the project they are joining.
- Collect the required and applicable documents from the matrix for that role.
- Have the person read and sign each one, with the project named on every form. An authorized One Light representative countersigns.
- Run sanctions screening (and safeguarding screening where required) before the person begins, and keep the result with the signed forms.
- File the signed forms in the person’s record and retain them under the Document Retention Policy.
- Re-sign the annual items (Conflict of Interest) each year, and re-sign project-specific items for each new project.