COMMUNICATION AND ADVOCACY POLICY

1. Introduction

The Cardinal Youth Association (CYA) recognizes that effective communication and advocacy are essential tools for advancing youth empowerment, promoting gender equality, fostering inclusion of persons with disabilities (PWDs), and driving social transformation. Transparent, participatory, and inclusive communication builds trust among stakeholders, while evidence-based advocacy ensures that the voices of marginalized groups are amplified in decision-making at community, county, national, and global levels.

This policy provides a framework to guide how CYA designs, delivers, and evaluates communication and advocacy initiatives. It ensures that all information sharing, campaigns, and public engagements are strategic, accurate, inclusive, and aligned with CYA’s mission and values.

It aligns with:

• The Constitution of Kenya (2010).
• The Public Benefit Organizations Act (2013).
• The African Youth Charter.
• The Persons with Disabilities Act (2003).
• The Access to Information Act (2016).
• The Sustainable Development Goals (SDGs), particularly SDGs 5 (Gender Equality), 8 (Decent Work), 10 (Reduced Inequalities), 13 (Climate Action), and 16 (Peace, Justice & Strong Institutions).

2. Scope

This policy applies to:

• The Board of Directors/Trustees.
• The Executive Leadership Team.
• All staff, volunteers, and associates.
• Contractors, consultants, and third-party partners.
• All CYA programs, projects, and initiatives.

It covers:

• Internal and external communication.
• Public relations and media engagement.
• Advocacy campaigns and policy influence.
• Branding and organizational visibility.
• Digital and social media communication.
• Crisis communication and reputational management.

3. Guiding Principles

• Inclusivity & Accessibility: Communication and advocacy shall actively engage youth, women, and PWDs, ensuring accessible formats and languages.
• Accuracy & Transparency: Information shared must be factual, clear, and accountable.
• Participation: Communities and beneficiaries will be engaged in messaging and advocacy initiatives that affect them.
• Evidence-Based Advocacy: Research, data, and lived experiences will form the basis of campaigns.
• Integrity & Ethics: All communication will uphold honesty, dignity, and respect for human rights.
• Strategic Partnerships: Collaboration with government, media, and civil society will amplify impact.
• Sustainability & Innovation: Communication approaches will leverage technology and creative methods to reach diverse audiences.

4. Roles and Responsibilities

Board of Directors/Trustees

• Approve communication and advocacy strategies.
• Ensure accountability in public messaging.

Executive Leadership Team

• Provide direction on communication priorities.
• Represent CYA in high-level advocacy engagements.

Program Teams & Committees

• Design communication content aligned with project goals.
• Integrate advocacy components into program delivery.

Staff & Volunteers

• Serve as ambassadors of CYA values in public engagements.
• Use approved guidelines for branding and communication.

Partners & Stakeholders

• Collaborate in joint advocacy campaigns.
• Share platforms, resources, and expertise for communication.

5. Communication and Advocacy Strategies

• Public Awareness: Develop campaigns to raise awareness on youth empowerment, gender equality, disability inclusion, and climate action.
• Media Engagement: Build relationships with journalists and media houses for positive coverage and issue-based advocacy.
• Digital Platforms: Utilize social media, websites, and digital tools to engage youth and wider audiences.
• Policy Advocacy: Engage government and policymakers to influence laws, policies, and budgets that affect youth, women, and PWDs.
• Storytelling & Documentation: Capture and disseminate success stories, case studies, and evidence of impact.
• Capacity Building: Train staff, youth leaders, and partners in advocacy, media relations, and digital communication.
• Crisis Communication: Establish protocols for handling reputational risks, misinformation, or sensitive issues.

6. Monitoring, Evaluation, and Compliance

• Regular reviews will assess the effectiveness of communication and advocacy initiatives.
• Key Performance Indicators (KPIs):
• Reach and engagement across communication channels.
• Representation of youth, women, and PWDs in advocacy campaigns.
• Policy or legislative changes influenced by advocacy.
• Media coverage and public visibility achieved.
• Breaches of this policy, including misinformation, misuse of organizational identity, or exclusion of marginalized groups, will result in disciplinary or legal action.

7. Acknowledgment

As members and stakeholders of Cardinal Youth Association (CYA), including youth, women, and persons with disabilities (PWDs), we acknowledge that we have read and understood the Communication and Advocacy Policy. We commit to upholding its principles throughout our involvement with the organization and recognize that breaches may result in disciplinary measures or legal consequences.

This Communication and Advocacy Policy applies to all members and stakeholders and is approved as below:

Approving Authority (Chairperson): Frank Rioba Anyega, FIAMCS, HSC.
Date: 26/08/2025

GOVERNANCE AND LEADERSHIP POLICY

1. Introduction

The Cardinal Youth Association (CYA) is committed to promoting effective, transparent, and accountable governance and leadership in all its operations. This policy outlines the principles, structures, and practices that guide decision-making, leadership conduct, and organizational management, while ensuring that all stakeholders uphold the highest standards of integrity, confidentiality, and responsibility.

2. Scope

This policy applies to:

• The CYA Board of Directors/Trustees
• The Executive Management and Leadership Team
• Staff, volunteers, and associates with leadership or supervisory roles
• Contractors, consultants, and third-party partners engaged in governance or advisory functions

It encompasses all aspects of governance, including decision-making, policy formulation, resource management, accountability, and confidentiality.

3. Governance Principles

• Decisions, processes, and resource allocations shall be open and accessible to stakeholders.
• Leaders and managers are answerable for their actions, decisions, and stewardship of resources.
• Members, youth beneficiaries, and stakeholders shall be engaged in governance through inclusive structures and forums.
• All activities must comply with the Constitution of Kenya, relevant national laws, and CYA internal policies.
• Leadership and governance must reflect fairness, diversity, and equal opportunities for all youth and stakeholders.

4. Leadership Roles and Responsibilities

Board of Directors/Trustees

• Provide strategic direction and oversight.
• Ensure compliance with CYA policies, legal frameworks, and ethical standards.
• Approve budgets, policies, and major organizational decisions.
• Uphold confidentiality of sensitive board discussions and records.

Executive Leadership Team

• Implement board decisions and manage day-to-day operations.
• Oversee staff, volunteers, and program delivery.
• Safeguard confidential information and ensure compliance with policies.
• Promote a culture of ethical leadership and youth empowerment.

Staff and Volunteers in Leadership Roles

• Lead by example, demonstrating accountability, integrity, and confidentiality.
• Engage youth and stakeholders respectfully in program and decision-making processes.
• Maintain professional conduct and compliance with organizational values.

5. Confidentiality in Governance

Consistent with CYA’s Confidentiality Policy, leadership and governance personnel shall:

• Treat all organizational, partner, and beneficiary information as confidential.
• Restrict access to confidential data to only those with authorized roles.
• Ensure proper handling, storage, and disposal of confidential information.
• Sign confidentiality agreements when assuming leadership positions.
• Face disciplinary or legal action for breaches of confidentiality obligations.

6. Ethical Leadership

• Demonstrate honesty, fairness, and integrity.
• Avoid conflicts of interest and declare any potential risks.
• Promote gender equity, youth participation, and diversity.
• Protect organizational resources from misuse or mismanagement.

7. Monitoring and Compliance

• Governance and leadership practices shall be reviewed annually by the Board.
• Independent audits, evaluations, and legal reviews may be conducted to ensure compliance.
• Breaches of this policy will attract disciplinary measures, up to and including removal from leadership or legal prosecution.

8. Acknowledgment

Members or stakeholders of Cardinal Youth Association (CYA) acknowledge that they have read and understood the Governance and Leadership Policy. They commit to upholding its principles throughout their involvement with the organization and recognize that breaches may result in disciplinary measures or legal consequences.

This policy applies to all members and stakeholders and is approved as below:

Approving Authority (Chairperson): Frank Rioba Anyega, FIAMCS, HSC.
Date: 26/08/2025

SAFEGUARDING AND CHILD PROTECTION POLICY

1. Introduction

The Cardinal Youth Association (CYA) is committed to creating a safe, protective, and empowering environment for children, youth, women, and persons with disabilities (PWDs). Safeguarding and child protection are at the core of our mission to promote dignity, equality, and social transformation.

This policy provides a framework to prevent, identify, and respond to risks of abuse, exploitation, neglect, and violence affecting children and vulnerable groups. It ensures that all staff, volunteers, associates, and partners act in the best interests of children and uphold their rights to safety, participation, and protection.

The policy aligns with:

• The Constitution of Kenya (2010).
• The Children Act (2022).
• The Sexual Offences Act (2006).
• The Persons with Disabilities Act (2003).
• The African Charter on the Rights and Welfare of the Child.
• The United Nations Convention on the Rights of the Child (CRC).
• The Sustainable Development Goals (SDGs), particularly SDG 3 (Good Health & Well-being), SDG 5 (Gender Equality), SDG 10 (Reduced Inequalities), and SDG 16 (Peace, Justice & Strong Institutions).

2. Scope

This policy applies to:

• Board of Directors/Trustees.
• Executive Leadership Team.
• All staff, volunteers, and associates.
• Contractors, consultants, and third-party partners.
• All CYA programs, projects, and initiatives.

It covers:

• Safeguarding children and vulnerable adults from abuse and exploitation.
• Reporting, referral, and response mechanisms for child protection concerns.
• Codes of conduct for staff, volunteers, and partners.
• Safe recruitment, training, and supervision.
• Community awareness and child participation in safeguarding.

3. Guiding Principles

• Best Interests of the Child: All actions and decisions shall prioritize the well-being and safety of children.
• Zero Tolerance: CYA has zero tolerance for all forms of abuse, neglect, exploitation, or harassment.
• Inclusivity & Equity: Safeguarding practices will protect and empower youth, women, and PWDs without discrimination.
• Participation & Empowerment: Children and youth will be given safe avenues to express themselves and report concerns.
• Confidentiality: All safeguarding concerns will be handled with respect for privacy and protection of victims/survivors.
• Accountability: All members and partners are responsible for upholding safeguarding standards.

4. Roles and Responsibilities

Board of Directors/Trustees

• Approve safeguarding policy and review compliance.
• Provide oversight on high-level safeguarding risks.

Executive Leadership Team

• Ensure safeguarding measures are integrated into all programs.
• Allocate resources for training, monitoring, and reporting mechanisms.

Program Teams & Committees

• Implement safeguarding practices in projects and activities.
• Create child-friendly spaces and feedback channels.

Staff & Volunteers

• Adhere to safeguarding code of conduct.
• Report any suspicion or incident of abuse immediately.

Partners & Stakeholders

• Commit to safeguarding standards in agreements.
• Cooperate in joint prevention, reporting, and referral mechanisms.

5. Safeguarding and Child Protection Strategies

• Safe Recruitment: Conduct background checks and require references for all staff and volunteers.
• Capacity Building: Train staff, youth leaders, and partners in safeguarding, child rights, and reporting procedures.
• Awareness Creation: Raise community awareness on child rights, protection, and available reporting mechanisms.
• Code of Conduct: All members must sign and adhere to CYA’s safeguarding code of conduct.
• Reporting & Response Mechanism: Establish confidential reporting channels (hotlines, suggestion boxes, focal persons). All cases will be documented, investigated, and referred to relevant authorities.
• Partnerships: Work with government agencies, children protection services, police, and child-focused NGOs.
• Child Participation: Involve children and youth in developing and reviewing safeguarding practices.

6. Monitoring, Evaluation, and Compliance

• Regular audits and risk assessments will be conducted.
• Key Performance Indicators (KPIs):
  • Number of staff, volunteers, and partners trained on safeguarding.
  • Cases reported, managed, and resolved.
  • Representation of youth, women, and PWDs in safeguarding initiatives.
  • Community awareness campaigns conducted.
• Non-compliance, negligence, or cover-up of abuse will result in immediate disciplinary or legal action.

7. Acknowledgment

As members and stakeholders of Cardinal Youth Association (CYA), including youth, women, and persons with disabilities (PWDs), we acknowledge that we have read and understood the Safeguarding and Child Protection Policy. We commit to upholding its principles throughout our involvement with the organization and recognize that breaches may result in disciplinary measures or legal consequences.

This Safeguarding and Child Protection Policy applies to all members and stakeholders and is approved as below:

Approving Authority (Chairperson): Frank Rioba Anyega, FIAMCS, HSC.
Date: 26/08/2025

PARTNERSHIP AND NETWORKING POLICY

1. Introduction

The Cardinal Youth Association (CYA) recognizes that strong partnerships and effective networking are critical to achieving sustainable impact. Collaboration with government institutions, civil society, private sector, development partners, and community-based organizations enhances our ability to advance youth empowerment, gender equality, and inclusion of persons with disabilities (PWDs).

This policy provides a framework to guide how CYA builds, manages, and sustains partnerships, ensuring that all collaborations are strategic, inclusive, transparent, and mutually beneficial.

It aligns with:

• The Constitution of Kenya (2010).
• The Public Benefit Organizations Act (2013).
• The African Youth Charter.
• The Persons with Disabilities Act (2003).
• The Sustainable Development Goals (SDGs), particularly SDGs 5 (Gender Equality), 8 (Decent Work), 10 (Reduced Inequalities), 13 (Climate Action), and 17 (Partnerships for the Goals).

2. Scope

This policy applies to:

• The Board of Directors/Trustees.
• The Executive Leadership Team.
• All staff, volunteers, and associates.
• Contractors, consultants, and third-party partners.
• All CYA programs, projects, and initiatives.

It covers:

• Partnership development and management.
• Networking and stakeholder engagement.
• Resource mobilization and knowledge sharing.
• Joint advocacy and policy influence.
• Accountability and transparency in collaborations.

3. Guiding Principles

• Inclusivity & Equity: Partnerships will actively involve youth, women, and PWDs in design, implementation, and benefit-sharing.
• Mutual Accountability: All parties must commit to transparent roles, responsibilities, and reporting.
• Sustainability: Partnerships should contribute to long-term impact and community resilience.
• Participation: Communities and beneficiaries will be consulted in shaping alliances that affect them.
• Innovation & Learning: Partnerships will foster knowledge exchange, innovation, and capacity building.
• Integrity & Ethics: All collaborations will be guided by honesty, respect, and compliance with legal frameworks.

4. Roles and Responsibilities

Board of Directors/Trustees

• Approve partnership strategies and high-level agreements.
• Monitor compliance with this policy.

Executive Leadership Team

• Identify, assess, and formalize partnerships aligned with CYA’s mission.
• Allocate resources for effective partner engagement.

Program Teams & Committees

• Implement partnership activities within projects.
• Engage youth, women, and PWDs in co-creation processes.

Staff & Volunteers

• Promote positive partner relations and uphold organizational values.
• Share knowledge and innovations gained through collaborations.

Partners & Stakeholders

• Contribute expertise, resources, and advocacy efforts.
• Uphold principles of transparency, accountability, and inclusion.

5. Partnership and Networking Strategies

• Strategic Partnerships: Prioritize collaborations with organizations that share CYA’s values and focus on youth, women, and PWDs.
• Networking Platforms: Actively participate in local, national, regional, and international forums to share lessons and influence policies.
• Joint Programming: Design and implement projects with partners to enhance scale, innovation, and sustainability.
• Advocacy & Policy Engagement: Collaborate with stakeholders to push for inclusive policies at community, county, national, and global levels.
• Capacity Strengthening: Build mutual capacities through training, mentorship, and technical support.
• Resource Mobilization: Partner with donors, private sector, and social enterprises to diversify funding and create opportunities.

6. Monitoring, Evaluation, and Compliance

• Partnerships will be periodically reviewed to assess effectiveness, relevance, and impact.
• Key Performance Indicators (KPIs) include:
  • Number and diversity of active partnerships.
  • Representation of youth, women, and PWDs in collaborations.
  • Joint initiatives successfully implemented.
  • Resources mobilized through partnerships.
• Breaches of this policy, including unethical practices, misrepresentation, or exclusion of marginalized groups, will attract disciplinary or legal action.

7. Acknowledgment

As members and stakeholders of Cardinal Youth Association (CYA), including youth, women, and persons with disabilities (PWDs), we acknowledge that we have read and understood the Partnership and Networking Policy. We commit to upholding its principles throughout our involvement with the organization and recognize that breaches may result in disciplinary measures or legal consequences.

This Partnership and Networking Policy applies to all members and stakeholders and is approved as below:

Approving Authority (Chairperson): Frank Rioba Anyega, FIAMCS, HSC.
Date: 26/08/2025

MEMBERSHIP POLICY

1. Introduction

The Cardinal Youth Association (CYA) is dedicated to empowering youth, women and persons with disabilities (PWDs) through inclusive participation, transparent governance, and accountable leadership. This Membership Policy provides guidelines on membership eligibility, rights, responsibilities, and obligations while ensuring that all members uphold the highest standards of integrity, confidentiality, and responsibility.

2. Scope

This policy applies to all categories of membership within CYA, including:

• Ordinary Members
• Associate Members
• Honorary Members
• Institutional/Partner Members

It governs how members are admitted, their roles, rights, responsibilities, and the disciplinary actions applicable in cases of misconduct or breach of policy.

3. Principles of Membership

Membership in CYA shall be guided by the following principles:

• Transparency – Membership processes shall be open and inclusive.
• Accountability – Members are accountable for their actions and contributions to CYA.
• Participation – Members, including youth, women, and PWDs, shall actively engage in governance, programs, and decision-making.
• Rule of Law – Members must respect the Constitution of Kenya, relevant laws, and CYA policies.
• Equity and Inclusiveness – Membership shall promote fairness, gender equality, disability inclusion, diversity, and equal opportunities for all stakeholders.

4. Membership Categories and Eligibility

• Ordinary Members: Open to youth aged 18–35 who support CYA’s mission and objectives.
• Associate Members: Individuals above 35 years or professionals who support youth empowerment and development.
• Honorary Members: Persons of distinguished service to youth, women, or PWDs, appointed by the Board.
• Institutional/Partner Members: Organizations or institutions collaborating with CYA in programs and development, particularly in promoting youth, women, and PWDs.

5. Rights of Members

All members, including youth, women, and PWDs, shall have the right to:

• Participate in CYA activities, programs, and events.
• Elect and be elected to leadership positions (where applicable by category).
• Access organizational reports, policies, and information subject to confidentiality rules.
• Provide input into decision-making processes.
• Be treated with respect, fairness, inclusivity, and dignity without discrimination.

6. Responsibilities of Members

Members shall:

• Uphold the values, vision, and mission of CYA.
• Comply with the Constitution, policies, and decisions of the Association.
• Protect the confidentiality of organizational, partner, and beneficiary information.
• Respect the leadership, structures, and processes of CYA.
• Avoid conflicts of interest and declare any potential risks.
• Demonstrate honesty, fairness, and ethical conduct at all times.
• Pay any membership dues or contributions as determined by the Board.
• Actively promote the inclusion and empowerment of youth, women, and PWDs.

7. Confidentiality and Conduct

Consistent with CYA’s Confidentiality and Governance Policies:

• Members shall treat all CYA information as confidential unless authorized for disclosure.
• Members shall avoid misuse of information, resources, or privileges.
• Any breach of confidentiality or misconduct may result in disciplinary action, including suspension or termination of membership.

8. Termination of Membership

Membership may be terminated through:

• Voluntary resignation submitted in writing.
• Failure to adhere to CYA policies or payment obligations.
• Misconduct, breach of confidentiality, or violation of the Constitution.
• A resolution by the Board, subject to due process.

9. Monitoring and Compliance

• Membership compliance shall be monitored by the Board and Secretariat.
• Regular reviews and audits shall be conducted to ensure adherence to this policy.
• Disciplinary measures shall be enforced fairly and consistently in case of breaches.
• CYA shall particularly monitor and report on the participation of youth, women, and PWDs in leadership and membership structures.

10. Acknowledgment

As members and stakeholders of Cardinal Youth Association (CYA), including youth, women, and PWDs, we acknowledge that we have read and understood the Membership Policy. We commit to upholding its principles throughout our involvement with the organization and recognize that breaches may result in disciplinary measures or legal consequences.

This Membership Policy applies to all members and stakeholders and is approved as below:

Approving Authority (Chairperson): Frank Rioba Anyega, FIAMCS, HSC.
Date: 26/08/2025

ICT AND DATA PROTECTION POLICY

1. Introduction

The Cardinal Youth Association (CYA) is committed to safeguarding digital information, protecting personal data, and ensuring the responsible use of Information and Communication Technology (ICT) across all its operations.

As an organization dedicated to children, youth, women, and persons with disabilities (PWDs), CYA recognizes the importance of secure and ethical handling of data, as well as the role of ICT in promoting empowerment, inclusion, transparency, and social transformation.

This policy provides a framework for responsible ICT use, data management, and cybersecurity practices to protect the privacy, dignity, and rights of all stakeholders.

This policy aligns with:

• The Constitution of Kenya (2010).
• The Data Protection Act (2019) – Kenya.
• The Computer Misuse and Cybercrimes Act (2018).
• The Children Act (2022).
• The Persons with Disabilities Act (2003).
• The African Union Convention on Cyber Security and Personal Data Protection.
• The General Data Protection Regulation (GDPR) – EU (as best practice).
• The Sustainable Development Goals (SDGs), particularly SDG 9 (Innovation), SDG 10 (Reduced Inequalities), and SDG 16 (Peace, Justice & Strong Institutions).

2. Scope

This policy applies to:

• The Board of Directors/Trustees.
• The Executive Leadership Team.
• All staff, volunteers, and associates.
• Contractors, consultants, and third-party partners.
• All CYA programs, projects, and initiatives.

It covers:

• Use of ICT equipment, systems, and networks.
• Collection, storage, sharing, and disposal of personal and organizational data.
• Cybersecurity, data privacy, and confidentiality.
• Responsible use of digital communication and social media.
• Protection of sensitive data related to children, youth, women, and PWDs.

3. Guiding Principles

• Confidentiality & Privacy: All personal and organizational data shall be handled with strict confidentiality.
• Security by Design: ICT systems will integrate robust security measures to prevent unauthorized access, misuse, or breaches.
• Inclusivity & Accessibility: ICT tools and platforms will be inclusive and accessible to youth, women, and PWDs.
• Accountability: All members and partners are responsible for safeguarding data entrusted to them.
• Transparency: Data collection and use shall be clear, lawful, and with informed consent.
• Zero Tolerance for Misuse: CYA has zero tolerance for cyberbullying, exploitation, or unauthorized sharing of sensitive information.

4. Roles and Responsibilities

Board of Directors/Trustees

• Approve ICT and Data Protection Policy and review compliance.
• Provide oversight on risks relating to data breaches and ICT governance.

Executive Leadership Team

• Ensure ICT infrastructure and resources are secure, accessible, and compliant with legal frameworks.
• Allocate resources for cybersecurity, training, and data protection systems.

ICT & Data Protection Officer

• Lead implementation of data protection standards.
• Monitor compliance with Kenya’s Data Protection Act and international best practices.
• Act as the point of contact for data protection inquiries and breach reporting.

Program Teams & Committees

• Ensure data collected from beneficiaries is secured and used responsibly.
• Use ICT systems to support program delivery without compromising privacy.

Staff & Volunteers

• Follow ICT usage and data protection guidelines.
• Report suspected breaches, loss, or misuse of information.

Partners & Stakeholders

• Adhere to CYA’s ICT and data protection standards through agreements.
• Protect shared data and use it only for intended purposes.

5. ICT and Data Protection Strategies

• Secure Data Collection: Collect only necessary data with informed consent, especially when involving children, youth, women, and PWDs.
• Data Storage & Access Control: Store data securely with encryption, passwords, and restricted access levels.
• Data Sharing & Disclosure: Share data only with authorized individuals and partners, in line with laws and agreements.
• Data Retention & Disposal: Retain data only as long as necessary and securely dispose of outdated or irrelevant data.
• ICT Equipment & Networks: Ensure secure use of computers, mobile devices, email, internet, and cloud storage.
• Cybersecurity Awareness: Train staff and volunteers in safe ICT practices, including protection against phishing, malware, and hacking.
• Child Online Protection: Prevent exploitation, cyberbullying, or abuse of children in digital spaces.
• Social Media & Digital Communication: Ensure responsible, respectful, and secure use of digital platforms.
• Incident Reporting & Response: Establish confidential channels for reporting data breaches or misuse.

6. Monitoring, Evaluation, and Compliance

• Regular ICT audits and data protection risk assessments will be conducted.
• Key Performance Indicators (KPIs):
  • Number of staff, volunteers, and partners trained on ICT and data protection.
  • Number of reported and resolved data protection incidents.
  • Compliance with Kenya’s Data Protection Act (2019) and ICT security standards.
  • Accessibility of ICT platforms for youth, women, and PWDs.
• Non-compliance, negligence, or misuse of ICT/data will result in disciplinary or legal action.

7. Acknowledgment

As members and stakeholders of the Cardinal Youth Association (CYA), including youth, women, and persons with disabilities (PWDs), we acknowledge that we have read and understood the ICT and Data Protection Policy. We commit to upholding its principles throughout our involvement with the organization and recognize that breaches may result in disciplinary measures or legal consequences.

This ICT and Data Protection Policy applies to all members and stakeholders and is approved as below:

Approving Authority (Chairperson): Frank Rioba Anyega, FIAMCS, HSC.
Date: 26/08/2025

MONITORING, EVALUATION, ACCOUNTABILITY AND LEARNING (MEAL) POLICY

1. Introduction

The Cardinal Youth Association (CYA) is committed to evidence-based programming, accountability to stakeholders, and continuous learning. The MEAL Policy provides a structured framework to ensure that all programs are effectively monitored, evaluated, and adapted to meet the evolving needs of communities, with particular focus on youth, women, and persons with disabilities (PWDs).

This policy aligns with:

• The Constitution of Kenya (2010).
• The Public Finance Management Act (2012).
• The National Monitoring and Evaluation Policy (2019).
• The African Youth Charter.
• The Sustainable Development Goals (SDGs), particularly SDGs 5, 8, 10, 13, and 16.

CYA recognizes that inclusive, transparent, and participatory MEAL systems are essential for strengthening accountability, enhancing performance, and promoting equity across all projects.

2. Scope

This policy applies to:

• The Board of Directors/Trustees.
• The Executive Leadership Team.
• All staff, volunteers, and associates.
• Contractors, consultants, and third-party partners.
• All CYA programs, projects, and initiatives.

It covers:

• Monitoring and tracking project performance.
• Evaluating outcomes, impact, and sustainability.
• Ensuring accountability to beneficiaries, donors, and partners.
• Promoting adaptive learning and knowledge sharing.

3. Guiding Principles

• Equity & Inclusion: MEAL processes shall actively include youth, women, and PWDs in data collection, feedback mechanisms, and decision-making.
• Transparency & Accountability: Findings shall be shared openly with stakeholders to build trust and accountability.
• Participation: Beneficiaries and communities will be engaged in all MEAL stages.
• Evidence-Based Decision Making: Data will inform policy, programming, and resource allocation.
• Learning & Adaptation: Lessons learned will drive continuous improvement.
• Confidentiality & Ethics: Data will be collected and used responsibly, respecting privacy and human rights.

4. Roles and Responsibilities

Board of Directors/Trustees

• Approve MEAL policies and frameworks.
• Oversee accountability and ensure compliance.

Executive Leadership Team

• Allocate adequate resources for MEAL.
• Ensure integration of MEAL into strategic and operational plans.

MEAL Unit / Focal Persons

• Develop monitoring tools and indicators.
• Coordinate evaluations and learning reviews.
• Ensure disaggregated data collection (by gender, age, and disability).

Staff & Volunteers

• Collect accurate data during program implementation.
• Ensure that youth, women, and PWDs are meaningfully represented in feedback loops.

Partners & Stakeholders

• Share best practices and lessons learned.
• Participate in joint evaluations and accountability mechanisms.

5. MEAL Strategies

• Monitoring: Establish project-level indicators aligned with organizational goals and national/international frameworks.
• Evaluation: Conduct mid-term and end-term evaluations to assess relevance, effectiveness, efficiency, impact, and sustainability.
• Accountability:
  • Create community feedback and grievance redress mechanisms accessible to youth, women, and PWDs.
  • Ensure donor compliance reporting.
• Learning:
  • Document success stories, lessons, and innovations.
  • Organize quarterly reflection and learning forums with stakeholders.
• Technology Use: Adopt digital tools for real-time data collection, dashboards, and analysis.

6. Monitoring, Evaluation, and Compliance

• Annual MEAL audits will assess performance against indicators.
• Key Performance Indicators (KPIs) include:
  • Representation and participation of youth, women, and PWDs.
  • Beneficiary satisfaction and accountability metrics.
  • Project outcome and impact achievements.
• Independent evaluations may be commissioned to enhance credibility.
• Breaches of MEAL standards, including data falsification or exclusion of vulnerable groups, will attract disciplinary or legal measures.

7. Acknowledgment

As members and stakeholders of Cardinal Youth Association (CYA), including youth, women, and persons with disabilities (PWDs), we acknowledge that we have read and understood the Monitoring, Evaluation, Accountability, and Learning (MEAL) Policy. We commit to upholding its principles throughout our involvement with the organization and recognize that breaches may result in disciplinary measures or legal consequences.

This MEAL Policy applies to all members and stakeholders and is approved as below:

Approving Authority (Chairperson): Frank Rioba Anyega, FIAMCS, HSC.
Date: 26/08/2025