Programme evidence, reporting & ethical storytelling

1. Purpose and scope

This draft covers programme planning, participant records, monitoring, evaluation, donor reporting, photographs, stories and public claims. Its purpose is to make learning useful and communication trustworthy.

2. Plan evidence before delivery

Each initiative should have a defined community need, intended participants, activities, intended outcomes and a proportionate evidence plan. Set indicators, sources, responsibilities and review points before launch. Distinguish attendance from unique participants, outputs from outcomes and aspirations from measured results.

3. Keep proportionate records

Collect only necessary information and explain its purpose. Use controlled participant or activity references where possible. Record reporting periods, definitions and limitations. Check for duplicate counts, missing evidence and inconsistent financial totals before publishing a result.

4. Learn with participants

Seek accessible feedback and include people’s views in programme improvement. Participation in feedback or publicity should not be a condition of receiving support. Consider whether reported change can reasonably be connected to the programme and avoid claiming sole causation without evidence.

5. Tell stories with dignity

Use appropriate, informed permission for identifiable images, quotations and case studies. Apply additional safeguards for children and sensitive situations. Do not invent testimonials, stage false beneficiary claims or import another organisation’s results. Verify partner names, logos, credentials and financial claims before publication.

6. Review, correction and adoption

Assign programme, finance and communications reviewers as appropriate. Keep a claims register and evidence reference for significant published results. Correct errors promptly and record material changes. Before adoption, approve indicator definitions, consent templates, review responsibilities, data access and the reporting calendar.

Reference framework

Prepared with reference to the Department of Social Development’s NPO Codes of Good Practice and the Information Regulator’s POPIA resources. Review against the Foundation’s circumstances and applicable requirements before adoption.