1. Purpose of the Policy

Veterans India is a national, apolitical and patriotic organisation committed to responsible citizenship, youth empowerment, veteran welfare, institutional engagement, public service and nation-building.

This Governance Policy ensures that the organisation functions with clarity, discipline, transparency, integrity and accountability at all levels.

• To define governance principles and organisational discipline
• To ensure transparent and accountable decision-making
• To protect the apolitical and patriotic character of Veterans India
• To maintain ethical leadership and responsible representation
• To strengthen public trust among members, volunteers, donors, institutions and partners
• To ensure all activities remain aligned with the mission of national service

2. Governance Principles

Veterans India governance shall be guided by the following principles:

• Nation First: All decisions must serve national interest and public welfare.
• Apolitical Functioning: The organisation shall not be used for party politics or political promotion.
• Transparency: Decisions, programmes, partnerships and finances should be properly documented.
• Accountability: Every role and responsibility should be linked with performance, discipline and reporting.
• Integrity: Leadership and volunteers must avoid misuse of authority, funds, identity or platform.
• Inclusiveness: Veterans India shall encourage participation of veterans, youth, students, women, citizens, NRIs, OCIs and institutions.
• Discipline: Structure, protocol and authorised communication must be followed at all levels.

3. Organisational Structure

Veterans India may function through a structured national-to-grassroots organisational framework for effective coordination, expansion and activity execution.

• National level leadership and governing structure
• State level leadership and coordination teams
• District level convenors, coordinators and activity teams
• Block and panchayat level outreach structure, wherever applicable
• Wings, initiatives, committees and programme-specific teams
• VPRF, Sankalp, HEI partnership, CSR and youth activity teams

Roles, designations and responsibilities shall be assigned by competent authority according to organisational needs.

4. Governing Bodies & Committees

Veterans India may create governing bodies, advisory bodies, committees, working groups or special teams for governance, programme execution and mission expansion.

• Board of Trustees / Governing Body
• Governing Committee
• Executive Committee
• Advisory Council and Advisory Board
• State and district committees
• Programme-specific committees
• Finance, audit, CSR, event, legal, communication and disciplinary committees

Committee formation, continuation, restructuring or dissolution may be done by competent authority based on organisational requirements.

5. Roles & Responsibilities

Every office bearer, trustee, committee member, coordinator, convenor, volunteer or representative shall perform duties responsibly and within assigned authority.

• Follow the mission, vision and objectives of Veterans India
• Maintain discipline, dignity and organisational protocol
• Represent Veterans India truthfully and responsibly
• Execute assigned activities within approved framework
• Submit reports, updates and documentation where required
• Protect organisational data, records, brand identity and public reputation
• Avoid misuse of designation, logo, certificate, letterhead or platform

6. Appointment & Removal of Office Bearers

Appointments may be made on honorary, voluntary, advisory, functional or programme-specific basis as per organisational requirement.

• Appointment shall be based on suitability, commitment, integrity and organisational need
• Designations shall not create ownership, employment or financial entitlement unless clearly stated in writing
• Tenure may be fixed or open-ended depending on the role
• Inactive, non-performing or undisciplined representatives may be replaced
• Any person misusing designation or platform may be removed by competent authority
• Appointment letters, ID cards or certificates remain organisational property and may be withdrawn

7. Decision-Making Process

Decisions shall be taken by authorised leadership, governing bodies, committees or competent authority depending on the nature and importance of the matter.

• Routine operational decisions may be taken by assigned coordinators or programme heads
• Major policy, financial, partnership or structural decisions should be approved by competent authority
• Committee recommendations may be considered for final approval
• Urgent decisions may be taken in the interest of the organisation and documented later
• Decisions should be aligned with the mission, values and legal framework of Veterans India

8. Meetings & Records

Meetings may be conducted physically, virtually or through hybrid mode depending on organisational needs.

• Meetings may be called by authorised leadership or committee heads
• Agenda may be circulated where required
• Important decisions should be recorded through minutes, notes or official communication
• Attendance may be recorded for major meetings
• Follow-up responsibility should be assigned where required
• Records should be maintained for future reference and accountability

9. Ethics & Integrity

Every person associated with Veterans India must maintain the highest standard of ethical conduct.

• Do not misuse organisational identity for personal benefit
• Do not make false promises, fake appointments or unauthorised claims
• Do not collect funds without permission
• Do not issue unauthorised certificates, ID cards, letters or public statements
• Do not engage in fraud, corruption, harassment, discrimination or misconduct
• Do not damage the public reputation of Veterans India

10. Conflict of Interest

Any person involved in governance, finance, procurement, partnership or decision-making must disclose conflict of interest.

• Personal or family interest in vendor, donor, partner or project
• Business benefit from organisational decision
• Personal financial gain from programme or partnership
• Use of Veterans India platform for private promotion
• Any relationship that may affect fair and impartial decision-making

The competent authority may decide whether the concerned person should participate in that decision.

11. Financial Governance

Veterans India shall manage financial resources with transparency, discipline and accountability.

• Funds should be received through official and traceable channels
• Payments should be made for approved organisational purposes
• Financial records, bills, vouchers and bank records should be maintained
• Major expenditure should be approved by competent authority
• CSR, sponsorship and donation support should follow approved policy
• Financial irregularity or misuse may lead to disciplinary or legal action

Financial matters shall be guided by the Donation Policy and Financial Management Policy of Veterans India.

12. Partnership Governance

Partnerships, collaborations, MoUs, CSR projects and institutional engagements must be approved and documented according to organisational policy.

• No partnership shall be considered official without approval
• Partner credentials and alignment should be reviewed
• Partnership should not compromise apolitical identity
• Branding, logo and public communication must be approved
• CSR and sponsorship support should be documented
• Impact reporting should be done where required

Partnership matters shall be guided by the Partnership Policy of Veterans India.

13. Communication Governance

Official communication must be accurate, disciplined, respectful and authorised.

• Only authorised persons may issue official statements
• Public communication should be factual and non-political
• Social media posts should protect organisational dignity
• WhatsApp groups must not be used for misinformation, abuse or political debate
• Media communication should be coordinated through authorised channels
• Use of logo, letterhead and certificate format must follow approved guidelines

14. Data Governance

Veterans India may collect data of members, volunteers, donors, HEIs, institutions, partners, speakers, beneficiaries and participants for organisational purposes.

• Data should be used only for authorised work
• Personal data should not be sold or misused
• Access should be limited to authorised persons
• Confidential records should be protected
• Digital records should be maintained responsibly
• Privacy Policy should be followed in data handling

15. Volunteer & Representative Governance

Volunteers, interns, coordinators, VPRF members and representatives are expected to follow discipline and authorised instructions.

• Follow the Volunteer Code of Conduct
• Do not misuse designation or ID card
• Do not collect funds without authorisation
• Do not create parallel leadership or unauthorised groups
• Submit reports and proof of activity where required
• Represent Veterans India with discipline, dignity and responsibility

16. Apolitical Governance

Veterans India shall remain strictly apolitical in structure, activity, communication and public representation.

• No party symbol, political banner or political campaign in official activity
• No use of Veterans India name for election or party agenda
• No political fund collection in the name of Veterans India
• No political endorsement unless approved as purely institutional/public protocol
• All public activities must focus on patriotism, service and nation-building

17. Reporting, Monitoring & Review

Governance requires continuous reporting, monitoring and review of organisational activities.

• State and district teams may submit activity reports
• Programme teams may submit progress updates
• Financial and CSR reports may be reviewed periodically
• Digital and membership data may be monitored for accuracy
• Inactive or non-performing structures may be reviewed
• Corrective action may be taken wherever required

18. Misconduct & Disciplinary Action

Any violation of governance norms, misuse of authority, financial irregularity, misconduct or reputational damage may lead to disciplinary action.

• Warning or advisory
• Removal from role, committee or group
• Suspension of responsibilities
• Cancellation of appointment, ID card or certificate
• Restriction from representing Veterans India
• Recovery of funds, where applicable
• Legal action in serious cases

19. Governance Integrity Framework

Veterans India governance is built on structured leadership, discipline and public trust.

20. Contact for Governance Queries

For governance-related clarification, role verification, appointment confirmation, misconduct reporting or organisational query, contact Veterans India through official communication channels.

• Email: info@veteransindia.com
• Website: www.veteransindia.com
• Purpose: Governance query, role verification, misconduct reporting, appointment clarification and organisational support

21. Policy Review & Update

Veterans India may review, modify or update this Governance Policy from time to time based on organisational growth, legal requirements, governance needs, field experience and leadership decisions.

The updated Governance Policy shall be effective from the date of publication on the official website.