About Projects
FCF Projects are spread out among 3 branch offices in Chiang Mai, Kalasin, and Ubon Ratchathani provinces. Each Project has a Director and its own Project board, which has been delegated the responsibility of accountability for the Project by the FCF Board of Directors. Our Admin Team supports the Projects, and all follow a basic level of structure and common processes that help us maintain a high standard of legality and accountability. This is specifically designed to empower our Projects to serve in the unique ways God has led them to and gifted them.
Project Directors choose and lead their teams, fundraise for their projects, do strategic planning, and are responsible for reporting annual goals and budgets, quarterly board minutes, and monthly expense reports to FCF. These are all subject to approval by FCF as a basic level of accountability.
Project Reporting Requirements
Submit minutes from the quarterly Project Board Meeting.
Submit monthly expense reports.
Submit an annual budget by the end of the year.
Submit an annual report to the Executive Director using a template that is sent to Project Directors at the beginning of the year.
New Projects
Potential new project directors will meet with an FCF leader to discuss the possible new project. During this exploratory phase, FCF’s mission, vision, values, model, structure, processes, and policies will be discussed to explore if a partnership would benefit both parties. After working together to prepare the new project application, it will be presented to the FCF Board of Directors for initial approval. The potential new director will not attend this board meeting.
Upon initial approval, more detailed information will be prepared, such as finalizing a project description, staff job descriptions, annual budget, fundraising plan, project branding, etc. At the next FCF Board of Directors meeting, the potential director will be interviewed, and a final decision will be made. Upon final approval, the FCF admin team will work with the new director to onboard the project and new staff.
Project Director Transitions
If a director takes a formal leave of absence or intends to work remotely for an extended period beyond 3 months, a temporary “acting director” must be selected and approved by FCF. If leading remotely for under 3 months, be sure to communicate with your team about the plan and any leadership responsibilities that may need to be covered by someone on your team. If a director resigns and the project continues, FCF will work with the project to identify a new director, but they must be interviewed by HR and approved by the FCF Board of Directors.
Statement of Intent to Follow Thai Law
FCF operates within the boundaries of Thai laws established by the governing authorities we live and work under. It is a non-negotiable, Biblical mandate that honors God and allows us to be more effective witnesses for Christ. FCF will not be liable for the activities of any Project that is operating outside of the reasonable pursuit to follow the law. We understand that following the law can sometimes be a complex and cumbersome task, so please contact our Chief Administrative Officer to walk with you through these issues. FCF can also consult with its legal counsel to help us pursue the best path forward when facing complex issues.
Project Descriptions
Every Project has a detailed project description that defines its mission, outcomes, activities, and general information. Most of this information doesn’t change much over time but is updated annually to ensure it accurately reflects the Project.
Meetings
FCF Conference: All staff are required to attend the annual conference, typically in September. If you cannot reasonably attend, please contact hr@fcfthailand.org.
FCF All-Staff Gathering: Sometimes, we have all-staff gatherings for fellowship, worship, and fun together. These are optional to attend, but attendance is encouraged.
Director Meetings: Project Directors must attend quarterly meetings to build community among our Projects and hear the latest administrative updates from the FCF Admin Team. If you can’t reasonably attend one of these meetings, please contact projects@fcfthailand.org.
Evaluations
All employees and volunteers should be evaluated at least once annually. Projects can use their own evaluation tools, and these don’t need to be turned in to HR, but if you need help with the process, feel free to contact hr@fcfthailand.org.
Google Workspace
FCF has a non-profit Google Workspace account available to all staff that includes an email address using the @fcfthailand.org domain, unlimited Google Meet conference calls, and the use of Google Shared Drives and Apps. If you’d like to set up your own Project website as a hosted domain with FCF or if you have any computer or tech-related questions, email informationservices@fcfthailand.org. To view a few Project websites we are hosting now, check out TawSaeng, DigiServe, and Home of the Swallow.
Partnerships & MOUs
FCF values partnerships. By combining our collective skills and knowledge, we will be more effective in seeing the fruition of our vision for Thailand. Projects may enter into strategic partnerships provided those partnerships do not conflict with FCF's mission, vision, values, and policies. FCF reserves the right to prohibit any partnership that conflicts with those principles and policies.
Sometimes a partnership means working together on a brief activity, but sometimes it means a deeper, long-term relationship. For those more complex partnerships, it's best to establish an MOU with the partner. This is important because it allows each party to clearly state their objectives and what they expect from one another. It can help both parties articulate their shared goals and address any potential disputes before they happen. The potential Project partner can make an MOU directly with the Project or directly with FCF, but please provide a copy of the MOU for FCF to review before signing it.
Thai Staff
Visit the Thai Employees page to learn more about a Project’s responsibilities to paid employees.
Project Volunteers - Pre-Field Responsibilities
FCF will issue a visa packet to volunteers after completing all necessary parts of the application process.
The Project Director will…
work with HR to complete the volunteer job description before FCF’s onboarding decision and issuance of the visa packet. Volunteers need comprehensive, accurate, and specific job descriptions to apply for a work permit.
ensure that all candidates are fully qualified and equipped for the tasks and challenges related to the job description.
confirm that the volunteer is coming to Thailand fully funded.
direct all potential candidates who are interested in serving with the Project to contact hr@fcfthailand.org to begin the application process.
Project Volunteers - On-Field Responsibilities
FCF will...
facilitate volunteer vetting, onboarding, orientation, culture training, and child protection training.
assist foreign volunteers with the visa and work permit application process. FCF does not grant work permits or visas; these are functions of the Thai government. FCF’s responsibility is limited to helping facilitate the application process by compiling paperwork and communicating with government officials. FCF does not guarantee that the Thai government will grant any work permit, visa, or other necessary approval. However, it will use reasonable endeavors to assist and advocate on behalf of FCF foreign volunteers and Projects.
never offer bribes or engage in any other illegal activity to obtain or speed up any legal process.
The Project Director will...
ensure that staff have active personal and professional accountability.
provide a leadership structure and communication line for all staff within the project.
take all reasonable steps to ensure that the physical, emotional, spiritual, and financial needs of their staff are met and managed appropriately.
never offer bribes or engage in any other illegal activity to obtain or speed up any legal process.
Disciplinary Procedure
If any of the following circumstances arise:
The Project Director is suspected of having engaged in serious misconduct that warrants disciplinary action;
A member of staff is suspected of having engaged in serious misconduct that warrants disciplinary action, and the Project Director lacks capacity, is unavailable, or has a conflict of interest that precludes him or her from addressing the matter;
The Project Director is unwilling to take disciplinary action, or their proposed disciplinary action is inadequate in the circumstances;
FCF will investigate the matter:
If it concludes that the staff member has engaged in serious misconduct that warrants disciplinary action, it will inform the Project Director of its findings and of the disciplinary action it intends to impose.
If warranted, it will temporarily suspend the staff member in question until the investigation has been concluded and the Project Director has been informed of the outcome and given a reasonable opportunity to comment.
Will consult with the Project Director on the process and findings of any investigation, the findings, and the proposed disciplinary action to be taken; unless the Project Director is the staff member whose conduct is at issue.
Project:
Will inform FCF’s Executive Director immediately if any of the circumstances above arise.
Will cooperate with FCF in any investigation and will ensure that its actions are consistent with the principles of natural justice and fairness.
FCF & Project
Will act in good faith and cooperate in promptly resolving the matter and any dispute that arises.
Will each apply the principles of natural justice and fairness when investigating any alleged misconduct and when making any decision to suspend the staff member or impose disciplinary action.
Consult together on taking professional advice as to how to manage the investigation and imposition of disciplinary action.
Either or both of them may refer any material dispute to mediation and if this is unsuccessful, arbitration.