Member Accountability and Feedback Policy

Date of Issue: 21 May 2025

Organisation: Australian Institute of Pharmacognosy

1. Purpose

This policy outlines how the Australian Institute of Pharmacognosy ensures accountability to its members and provides a formal process for members to raise questions, concerns, or feedback about the organisation's governance, activities, and use of resources.

2. Scope and Membership Context

This policy applies to all members of the Australian Institute of Pharmacognosy. In the Institute’s foundational stage, all members are also serving as Board Directors. Each member holds a specific interest in advancing the charitable objectives of the organisation, and contributes to its strategic, ethical, and scientific direction. As the organisation grows, the membership base may expand to include non-director members who share these values and interests.

3. Organisational Accountability to Members

The Institute is committed to transparency and accountability through the following mechanisms:

- Regular Board meetings with minutes recorded and made available to members.

- Annual General Meetings (AGMs) where key decisions, financial reports, and forward plans are presented.

- Periodic publication of research summaries, financial statements, and institutional progress reports.

- Adherence to a written Constitution that governs the powers, roles, and procedures of the Institute and its members.

4. Member Feedback and Concern Process

Members may raise concerns, suggestions, or complaints about the Institute’s operations through any of the following methods:

- Direct written communication to the Chair or Secretary.

- Tabling the matter for discussion at a scheduled Board meeting.

- Requesting the addition of a formal item to an upcoming meeting agenda.

- Submitting feedback anonymously via a designated channel, where available.

All concerns will be acknowledged within 7 working days and reviewed by the Chair and Vice-Chair. Where appropriate, concerns will be escalated to the Board for discussion and resolution. Members raising concerns in good faith will not be penalised or excluded from participation.

5. Review and Amendment

This policy shall be reviewed annually or as necessary based on organisational growth or legal requirements. Amendments must be approved by a quorum of the Board.

6. Approval

Approved by the Board of the Australian Institute of Pharmacognosy.