World Designing Forum – Structural Framework and Policy Compendium

World Designing Forum(WDF) is social body of WDF International Pvt. Ltd. is a private limited company in India that operates as a global platform for designers, models, and creative professionals. This document outlines WDF’s organizational structure across national, zonal, state, and city levels, along with comprehensive policies governing the forum’s operations and stakeholders. All structures and policies are designed to be compliant with Indian laws (e.g. Companies Act 2013, Information Technology Act 2000, Digital Personal Data Protection Act 2023, labour laws, etc.) and best practices. The framework ensures clear roles, accountability, ethical conduct, and protection of rights for all members, while fostering creativity and collaboration.

1. National Structure

1.1 National Advisory Board (NAB)

• Composition: The National Advisory Board is an honorary panel of up to 25 distinguished members. These individuals are eminent experts, academics, industry leaders, or veteran designers who provide high-level guidance. NAB members serve in a non-executive, advisory capacity – they do not partake in day-to-day management or hold legal fiduciary duties. For example, unlike a statutory board of directors, advisory board members cannot make binding decisions on behalf of the organization. Their role is purely consultative.
• Roles & Responsibilities: The NAB offers strategic advice on WDF’s vision, programs, and growth. They mentor the Core Committee and broader membership with insights on industry trends, education, and innovation. They may review and advise on key initiatives (e.g. national awards, training curricula) and help forge external partnerships. The Advisory Board does not interfere with operational decisions or governance; rather, it serves as a “think tank” to ensure WDF’s plans align with global best practices and creative ethics.
• Honorary Status: All NAB positions are honorary (unpaid) recognitions of expertise. Members are expected to adhere to WDF’s Code of Conduct and confidentiality policies, but they do not have executive authority. This separation ensures advisors guide without overtaking operational control, preserving clarity between advisory and management functions.
• Appointment Process: Members of the NAB are invited and appointed by WDF’s top management or Board of Directors, often in consultation with the National Core Committee. Selection is based on eminence in the design/fashion/creative field, a record of integrity, and willingness to mentor. Appointments are for a defined tenure (e.g. 2 or 3 years) and may be renewable. The NAB may be headed by a Chairperson (Chief Advisor) chosen from among the advisors, who convenes advisory meetings and liaises with the Core Committee. Any vacancies are filled through nomination by the Core Committee or Board, ensuring a diverse representation of domains (fashion, interior, web design, fine arts, etc.) and geography.

1.2 National Core Committee (NCC)

• Composition: The National Core Committee is the apex operational body of WDF, composed of up to 25 members. These are the key executives and decision-makers responsible for running WDF nationwide. The NCC typically includes: Central Office Bearers (such as President or National Chairperson, Vice-Presidents, Secretary General, Treasurer/Finance Head), Zonal Representatives (heads or coordinators from each of the six zones), and heads of major functional areas (e.g. Events Director, Membership Coordinator, Training/Education Lead, Marketing/PR Lead, etc.). All NCC members are considered honorary in terms of their committee role (voluntary service to the forum), though if any also hold staff positions they may draw salary in that capacity.
• Roles & Responsibilities: The NCC is tasked with governing WDF’s operations and strategy at the national level. It translates the advisory inputs and organizational vision into action. Key responsibilities include:
  
  • Strategic Planning & Execution: Formulating annual plans, national programs (like the National Designer Awards, fashion shows, workshops), and long-term strategies for WDF’s growth.
  • Policy Decisions: Drafting and approving all major policies, guidelines, and codes (including those in this document) and ensuring they are implemented uniformly.
  • Oversight of Lower Committees: Supervising and coordinating the Zonal Committees and through them the State and City Committees. The NCC provides guidance, sets performance expectations, and reviews reports from zones/states. It ensures consistency in WDF’s mission and resolves any escalated issues or conflicts from lower levels.
  • National Representation: Representing WDF in national and international forums, partnerships, and media. NCC members act as figureheads for WDF’s initiatives (for example, the National President may speak at events or sign MOUs on behalf of WDF).
  • Operational Management: Overseeing day-to-day operations through sub-committees or departments. This includes managing finances and budgets (with the Treasurer ensuring proper use of funds), membership drives, marketing, IT platform management, etc. The NCC ensures that WDF’s services to members (such as project opportunities, community events, knowledge resources) are delivered effectively.
  • Meetings: The NCC meets regularly (e.g. monthly or quarterly) to review progress and make decisions. Decisions within the Core Committee are generally made by majority vote or consensus in meetings, with quorum requirements (e.g. at least half the members present). Urgent decisions can be taken by an executive group (say, President and two senior members) and later ratified by the full NCC.
• Separation from Advisory: The NCC is the operational arm and holds decision-making power, whereas the NAB (advisors) purely guides. This separation of powers ensures that experts can advise without overstepping, and managers can run operations while still benefiting from external guidance. In other words, advisors provide non-binding recommendations, while the Core Committee holds authority for management decisions.
• Appointment/Election Process: WDF balances appointment and democratic selection for NCC membership:
  
  • Initially, core members (including the founding President/CEO, etc.) may be appointed by the company’s founders or Board of Directors. Over time, WDF can introduce a participative process to increase legitimacy and member buy-in. For example, certain positions may be elected by a council of members or chapter representatives:
    
    • The National President/Chairperson could be elected by an electoral college comprising Zonal or State Committee heads (or by a vote of all members, if feasible), for a fixed term (e.g. 3 years).
    • Zonal Representatives in the NCC are generally the elected Zonal Heads (see Section 2) from each zone, thus ensuring each region sends one member to the national table.
    • Some functional heads or expert members may be appointed by the Board or President for their skill (e.g. a Finance expert as Treasurer, a legal advisor, etc.).
  • Term Limits: NCC members typically serve fixed terms (2-3 years) to allow rotation of leadership. They may be eligible for re-appointment or re-election for additional terms (with limits to prevent stagnation). Mid-term vacancies can be filled by nomination of the NCC and approval by the Board, or interim appointment by the President until a by-election is held.
  • Eligibility: Criteria for NCC roles include a strong track record within WDF or the industry, leadership capability, and adherence to WDF’s values. Background checks and conflict of interest disclosures are required before appointment.
• Accountability: The NCC, while operationally autonomous, is accountable to the company’s Board of Directors (since WDF is a Pvt. Ltd. company) for statutory compliance and fiduciary matters. NCC must also remain accountable to WDF’s membership base morally – by maintaining transparency (e.g. publishing annual reports, financial statements, and meeting minutes summaries) and allowing feedback. The Board of Directors (the legal governing body per Companies Act) oversees that the NCC’s actions are within the company’s objects and compliant with law. (Notably, WDF’s Board of Directors retains ultimate legal responsibility and can veto or require modifications to NCC decisions if they pose legal/compliance issues.)

1.3 National-Level Governance and Separation of Powers

• Board of Directors vs. Committees: As a private limited company, WDF has a Board of Directors (BoD) as required by the Companies Act, 2013. The BoD (which may include some NCC leaders like the President/CEO) holds fiduciary responsibility – i.e., they govern the company in law, ensuring statutory compliance, financial accountability, and acting in the best interest of the company and its stakeholders. Directors have a legal duty to exercise due care, act in good faith for the company’s objectives, avoid conflicts of interest, and ensure compliance with all applicable laws. The BoD thus ensures that the frameworks and policies set by the NCC conform to the law and the company’s Memorandum & Articles.
• Advisory vs Operational Roles: To maintain good governance, WDF clearly delineates the role of advisory bodies (like the NAB) and operational bodies (NCC and management). The NAB’s advice is non-binding – they cannot issue directives to the Core Committee or management. Advisors do not vote on operational matters or handle finances. This distinction prevents confusion and ensures that those with decision-making power (NCC/management) also bear the accountability. As noted, an advisory board member is “not authorised to act or make binding decisions on behalf of the organisation and [has] no fiduciary responsibility”. They instead influence through recommendations and expertise.
• National Membership Assembly: In addition to committees, WDF may institute a National General Assembly of members (as hinted on the website). This could be an annual gathering (physical or virtual) of representatives from all states or all members, where the NCC presents reports and major decisions (like policy changes or new initiatives) are announced. The Assembly can serve as a forum for members to provide feedback, and in a pseudo-democratic setup, to ratify certain decisions or elect certain leadership positions. (For instance, an Annual General Meeting where state delegates vote on key resolutions or leadership positions in the NCC.) This mechanism, while not legally mandated for a private company in the way shareholder meetings are, can enhance transparency and member engagement in a forum-type organization.

2. Zonal, State, and City-Level Structure

WDF’s structure extends across India through mirrored committees at zonal, state, and city (district) levels. This hierarchy ensures localized management and community building, while maintaining national coherence. Each level – Zone, State, City – can have up to 25 honorary committee members, similar to the national committees. The roles at each level are defined to handle responsibilities appropriate to that scale, and to channel information up and down the chain.

For clarity:

• Zones: WDF divides India into six zones for administrative convenience – North, South, East, West, Central, and Northeast. Each Zone covers a group of states/UTs (e.g. North might include Delhi, Punjab, Haryana, etc., Northeast covers the seven sister states, etc.).
• States/UTs: Each state and union territory may have its own chapter committee.
• City/Districts: Major cities or districts can have local chapter committees. (The term “City” here can include a district if multiple small towns club together under one committee.)

Each level generally has two parallel components, akin to national level:
an Advisory Panel (optional at sub-national levels) and a Core Committee (operational). However, at local levels the advisory function may be simpler or even merged if the scale is small. Below is the structural framework for each:

2.1 Zonal Committees

Each of the six zones has a Zonal Core Committee (ZCC), with an optional Zonal Advisory Board if needed.

• Zonal Core Committee (ZCC) Composition: Up to 25 members per zone. The ZCC is typically composed of:
  
  • Zonal Head: Often titled Zonal President or Zonal Director (honorary). This person leads the zone and is the primary link to the National Core Committee. (In fact, all Zonal Heads sit on the NCC as noted, to represent their region.)
  • State Representatives: The heads (Presidents/Chairs) of each State Committee within that zone are usually ex-officio members of the ZCC. This ensures every state has a voice at the zonal level.
  • Functional Coordinators at Zone: If the zone conducts its own large events or initiatives, there might be roles like Zonal Event Coordinator, Zonal Training Coordinator, Zonal Membership Officer, etc. These could be selected from among the state representatives or other active members in the zone.
  • Co-opted Experts: The zone may invite a few notable designers or educators from that region as honorary ZCC members to advise on regional cultural or industry nuances (especially if no separate Zonal Advisory Board exists).
• Zonal Advisory Board (Optional): A zone may establish an advisory panel of up to 25 distinguished personalities from that region (experienced designers, industry veterans, academics). They would serve similarly to the NAB but focused on regional issues – e.g. advising how to promote traditional crafts in that zone, or how to address local industry challenges. This board, if formed, has no operational power and only provides guidance to the ZCC. Many zones may not need a large advisory board if the national advisory can cover, but populous zones (North, South) might benefit from local advisors.
• Roles & Responsibilities of ZCC: The Zonal Committee’s mandate is to coordinate and support the state chapters in its region. Key responsibilities include:
  
  • Regional Strategy Implementation: Translating national strategies into action across states. For example, if WDF launches a nationwide design competition, the ZCC helps organize zonal elimination rounds or ensures each state participates.
  • Oversight of State Committees: Monitoring performance and activities of each State Committee. The Zonal Head holds monthly calls or meetings with all State Heads to gather updates, address challenges, and share best practices. If a State Committee is facing issues (low member engagement, etc.), the ZCC intervenes to mentor or restructure as needed.
  • Regional Events and Initiatives: Planning zone-level events such as Zonal Design Conclaves, workshops, or exhibitions that involve multiple states. A ZCC might host an annual Zonal Designer Summit rotating among states, to foster inter-state collaboration.
  • Reporting Upwards: The Zonal Head compiles a quarterly Zonal Report for the NCC, summarizing membership growth, events held, key issues, and success stories from the zone. This ensures the national leadership stays informed of regional progress or needs.
  • Conflict Resolution: If disputes arise between states or members of different states, the ZCC can mediate. For example, if two neighboring state chapters have overlapping events or jurisdiction issues, the ZCC arbitrates a solution.
  • Membership & Outreach: Driving membership expansion in the zone by identifying untapped areas (states or cities without chapters) and helping initiate new State or City committees. ZCC members might travel to promote WDF in various states, under guidance from national HQ.
• Appointment & Election at Zonal Level:
  
  • Zonal Head: Could be elected by the State Committee Heads of that zone (each State Head casting a vote) or nominated by the National Core Committee. An election ensures grassroots legitimacy, while nomination ensures the person has the confidence of national leadership – WDF may adopt a hybrid (e.g. NCC proposes a few candidates and state heads vote among them). Zonal Heads serve a term (say 2 years).
  • State Reps: As mentioned, they join ZCC by virtue of being State Heads (who are chosen at state level).
  • Other Members: Any additional members (like co-opted experts or functional coordinators) are appointed by the Zonal Head in consultation with the state reps, or by a small zonal election if desired. All appointments remain within the 25-member cap.
  • Honorary Nature & Meetings: ZCC roles are voluntary. The ZCC should meet at least bi-monthly. They maintain records of meetings and action items which are shared with state committees for transparency.

2.2 State Committees

Each state (and union territory, as applicable) has a State Core Committee (SCC) to run WDF activities in that state, potentially with a small State Advisory Panel.

• State Core Committee Composition: Up to 25 members per state chapter. Typical makeup:
  
  • State Head (President/Chairperson): Leads the state chapter; coordinates all city/district chapters in the state. Represents the state in the Zonal Committee (and possibly as a delegate in national meetings or General Assembly).
  • Vice President(s): One or two deputies who may oversee specific domains (e.g. one for Events & Projects, one for Membership & Training in the state) or specific geographic clusters within the state (e.g. North Tamil Nadu vs South TN if large state).
  • General Secretary (State): Handles documentation, meeting minutes, state-level communications (newsletters to members, announcements).
  • Treasurer (State): Manages any state-level funds (if, for instance, the state raises sponsorships for local events or collects state chapter fees). Ensures proper accounts which roll up into national finance.
  • City Chapter Representatives: Many State Committees will include the heads of major City/District Committees in that state. For example, in Uttar Pradesh, the heads of chapters in Lucknow, Noida, Kanpur, etc., might all sit on the State Committee. This ensures city-level voices in state decisions.
  • Functional Leads: If needed, roles like State Event Coordinator, State Academic Liaison (who connects with design institutes in the state), etc., can be assigned to committee members.
  • Member Representatives: Optionally, a few at-large members from the state (designers/models who are not in leadership roles) can be included to bring general member perspective.
• State Advisory Panel: The state may convene a small advisory group (up to ~10-15 experts, within the 25 cap or additional) of senior designers, fashion gurus, or educators based in that state. They act similarly to NAB but focused on state matters: e.g. advising on promoting local crafts, liaising with state government or local industry bodies. If the State Advisory Panel is separate from the 25 core members, it should still remain an advisory-only body without voting rights in the core committee’s decisions.
• Roles & Responsibilities of SCC:
  
  • Local Program Implementation: The State Committee executes WDF’s programs on the ground. When national or zonal initiatives come down, the SCC adapts and implements them. For example, if there’s a National Designer Competition, the SCC might organize the State-Level competition/selection that feeds into the zonal round. They also run state-specific events (design workshops, state fashion shows, networking meets).
  • Chapter Management: Overseeing all City/District Chapters in the state. The SCC provides guidance to city committees, ensures they have necessary resources, and monitors their compliance with WDF policies. State-level policies or circulars may be issued to standardize operations across cities (e.g. uniform membership enrollment process, code of conduct enforcement).
  • Membership Growth & Services: Promoting WDF membership throughout the state – reaching out to design colleges, studios, and creative communities to join. They may set up state membership drives or partnerships (e.g. an MoU with the state’s fashion design council). The committee also handles member inquiries, grievances or suggestions at state level, escalating to zone/national if needed.
  • Liaison & Advocacy: The State Head often serves as the face of WDF in that state, liaising with state government departments (for cultural programs, skill development schemes, etc.), and with local media. The SCC may advocate for policies beneficial to designers (like state grants or fairs for artisans) in line with WDF’s mission.
  • Finance & Compliance: If the state chapter handles funds (e.g. collects nominal state chapter fees or event sponsorships), the Treasurer keeps accounts and submits regular reports to WDF HQ finance. All financial handling follows the company’s accounting policies. The committee ensures compliance with any local laws (e.g. if a large event requires state permits or adherence to public safety norms).
  • Regular Meetings: The SCC should meet frequently (monthly ideally). They also hold a State Annual Meeting for all members in the state, where the year’s activities and next year’s plan are discussed. This is similar to a mini-general assembly at state level.
• Formation & Selection:
  
  • State Head Election/Appointment: WDF may allow members of the state (or at least the city chapter heads) to elect the State President. This could happen at a State Annual Meeting or via an online voting if membership is large. Alternatively, the Zonal Committee may appoint the State Head (especially for new or small chapters) until the membership base grows enough for elections. Election promotes member engagement, while initial appointments ensure capable leadership in early stages.
  • Committee Members: City heads join by default. Other positions can be filled by volunteers from among active state members, subject to approval by either the State Head or an election. A nominations committee at state level (possibly including one national representative) can vet interested candidates for integrity and capability before they are added to the committee.
  • Term & Rotation: State Committee members typically serve 1-2 year terms. To maintain continuity, terms can be staggered. E.g., half the committee could be up for reappointment each year. State Heads may serve, say, maximum two consecutive terms before a break, to encourage new leadership.
  • Removal: If any state committee member breaches conduct or underperforms, the State Committee (with Zonal Committee’s consent) can remove and replace them. There should be a defined process for this (e.g. show-cause notice, review, then removal by majority vote).

2.3 City/District Committees

At the grassroots are the City or District Core Committees (CCC or DCC). These manage WDF activities in a specific city or local area. Not every small town will have a chapter, but wherever there is a significant member base, a city or district chapter can be formed.

• City Core Committee Composition: Up to 25 members, though many city committees will be smaller (perhaps 5-15 active members) depending on local membership. Composition often includes:
  
  • City Coordinator/Chairperson: Leads the city chapter – the primary organizer of local events and the point of contact for state level. Could be any respected member (designer, professor, etc.) willing to volunteer time.
  • Vice-Chair or Deputy Coordinator: Assists the lead; might focus on a particular task (e.g. if the Chair is a designer, the Vice-chair might be a model who helps engage the model community).
  • Secretary (City): Maintains member lists, meeting notes, coordinates communications (e.g. managing a city WhatsApp or Facebook group, sending emails).
  • City Team Members: Depending on size, roles can include Event Leads (for organizing meetups/workshops), Social Media/Outreach Lead (to promote WDF in local colleges and online), Sponsorship/Partnership Lead (to find local sponsors or partner with local events), etc.
  • General Members: A few enthusiastic members can simply be part of the committee to contribute ideas and efforts (honorary members without specific title).
  • Local Advisors (if any): If a city has notable senior figures (like a famous local designer or boutique owner), they might be invited as an advisor or honorary patron of the city chapter. They may not attend every meeting but lend their name and occasional guidance.
• Roles & Responsibilities of CCC:
  
  • Community Building: The primary role is to build a vibrant local community of designers, models, and design enthusiasts. This includes holding regular meetups, networking events, portfolio review sessions, or small-scale fashion shows to engage members.
  • Workshops & Skill Development: City chapters often conduct workshops (e.g. a weekend class on fashion illustration, a talk on interior design trends) leveraging local experts. They thus fulfill WDF’s education and mentorship mission at the local level.
  • Local Competitions/Awards: Organizing city-level contests or recognizing local talent can be done by the CCC. Winners might advance to state competitions or be highlighted in WDF’s media.
  • Recruitment & Outreach: Getting more local professionals and students to join WDF. City committees visit design institutes, studios, related businesses to introduce WDF’s benefits. They may distribute flyers, maintain a local social media page, and personally invite prospects to attend open events.
  • Support Members: The CCC is the first line of support for WDF members. If a member has a query about how to participate in a national event or needs mentorship, they approach the city committee who then either provide help or channel the request upwards. Similarly, if conflicts or issues arise between members locally, the CCC mediates per WDF guidelines.
  • Local Partnerships: Collaborating with city-based organizations – e.g. a local art gallery for an exhibition, the city’s fashion council, or participating in municipal cultural festivals – to increase visibility of WDF and create opportunities for members.
  • Reporting Up: The City Chairperson sends periodic reports to the State Committee (monthly updates of activities, new members, any problems). They also follow directives from state/national (for example, promoting an upcoming national award nomination in their city).
  • Compliance & Conduct: Ensuring all local events and interactions adhere to WDF’s code of conduct and safety policies. If an incident occurs (say, a member behaving inappropriately at a meetup), the CCC must address it promptly (perhaps issue a warning or inform State Committee for action).
• Formation & Leadership Selection:
  
  • A city chapter can be formed once a minimum number of members exist (e.g. at least 5-10 active members in that city express interest). The State Committee approves the formation of a new city chapter and may appoint an interim City Coordinator to get it started.
  • City Coordinator Election: After establishment, the members of the city (all WDF registered members in that city) may elect their Coordinator and committee in a local meeting or via online vote. In many cases, though, city leadership is by consensus/volunteering due to smaller size – the most active member often naturally becomes the coordinator, with state oversight.
  • Committee Building: The Coordinator can call for volunteers to take up roles in the committee. Those willing are inducted, ensuring diversity of designers, models, etc. If more volunteers than needed, simple selection or voting can be done.
  • Term: City positions can be for 1 year (given the often informal nature, annual refresh keeps energy). Reappointment is common if the person is willing and performing well, unless others step up to lead.
  • Integration: The City Coordinator becomes a member of the State Committee (as noted), which formalizes the link. If a city is very large (e.g. Mumbai, Delhi), sub-chapters or multiple coordinators by district/zone in the city might exist under a City Chair.

Note: Not Open Yet –some local structures were still under development. This framework provides the blueprint to open those chapters in a structured way when ready. The goal is a federated structure: City -> State -> Zonal -> National, each with up to 25 honorary committee members, responsibilities at their level, and upward/downward accountability for smooth functioning.

3. Company-Wide Governance and Policies

Beyond the structural hierarchy, WDF establishes company-wide policies to ensure governance integrity, ethical conduct, data protection, and legal compliance. These policies apply uniformly to all levels and stakeholders (unless specified) and are aligned with Indian law. The policies cover aspects of internal governance, ethics, confidentiality, reporting mechanisms, as well as external-facing terms for members and users of WDF’s services. Key policy domains include:

3.1 Governance and Ethics Policy

WDF is committed to high standards of corporate governance and ethics. This means operating with transparency, accountability, and in compliance with all laws and regulations.

• Corporate Governance Framework: As a private limited company, WDF abides by the Companies Act, 2013 and its own Articles of Association. The Board of Directors (comprising WDF’s top officials) oversees corporate governance. They ensure that the management and committees function in line with the company’s objectives and legal obligations. For instance, directors must “act in good faith in order to promote the objects of the company for the benefit of its members as a whole… and ensure compliance with applicable laws”. Regular board meetings and annual statutory filings are conducted as required.
• Ethical Leadership: Leaders at all levels (National, Zonal, State, City) are expected to lead by example in integrity. Decisions should be made in the best interest of WDF’s mission and members, not for personal gain. Any conflict of interest (where a committee member’s personal or business interest could improperly influence their WDF role) must be disclosed. WDF will maintain a Conflict of Interest register and policy – e.g. a committee member cannot award a contract to their own design firm without full disclosure and approval by an independent panel.
• Anti-Corruption: WDF has zero tolerance for bribery or corruption. No one in WDF may solicit or accept bribes, kickbacks, or gifts of inappropriate value in connection with WDF activities. Likewise, WDF representatives shouldn’t bribe any external party. We adhere to the Prevention of Corruption Act principles even as a private entity. All financial transactions are recorded transparently; major expenditures require dual approval (e.g. Treasurer and President).
• Compliance with Laws: WDF complies with all laws and regulations relevant to its operations – including corporate laws, tax laws, labour laws, and applicable industry regulations. This includes, for example, ensuring that any publications or content do not violate the Copyright Act or obscenity laws, and that event operations comply with local permits and safety regulations. The governance policy mandates internal systems to monitor compliance. Directors are responsible for devising proper systems to ensure compliance with provisions of all applicable laws and that these systems are adequate and effective. The company will also conduct periodic compliance audits.
• Transparency and Accountability: Key policies, decisions, and changes in leadership will be documented and communicated to relevant stakeholders. For instance, if the Terms & Conditions are updated or a new policy is enacted, members will be informed via email or website notice. Financial accountability is ensured by maintaining proper accounts; though a private company, WDF aims to eventually publish an annual report outlining major activities and an overview of finances for member transparency. Internal audits or oversight committees may be instituted for additional checks and balances (e.g. a small Audit Committee to review accounts).
• Ethical Conduct Expectations: All employees and committee members must uphold principles of honesty, fairness, and respect in all WDF dealings. Any form of discrimination, exploitation, or unethical practice is prohibited. The Ethics Policy, together with the Code of Conduct (Section 5), provides guidance on expected behavior. Breaches of ethics can result in disciplinary action, including removal from positions or termination of employment.

3.2 Confidentiality and Data Protection Policy

WDF handles sensitive information – personal data of members (designers, models, etc.), confidential business information, and creative content. We enforce strict confidentiality and data protection measures:

• Confidential Information: Any non-public information about WDF’s operations, members, or partners must be kept confidential by those who have access. This includes internal meeting discussions, member lists, financial data, sponsorship deals, etc. Committee members and employees are required to sign Non-Disclosure Agreements (NDAs) as part of their onboarding, agreeing not to disclose or misuse confidential info even after their tenure. Unauthorized sharing of confidential data is grounds for removal or legal action.
• Personal Data Protection: WDF is committed to protecting the personal data of its members, employees, and website users. We follow the Information Technology Act, 2000 and related IT Rules on data protection, as well as the emerging provisions of the Digital Personal Data Protection Act (DPDP) 2023. In compliance with the IT Act’s Reasonable Security Practices (SPDI Rules 2011), WDF has a published Privacy Policy (see 3.5) and implements security measures. Indian Privacy Rules require every body corporate handling sensitive personal data to have a comprehensive privacy policy on its website stating what data is collected, its purpose, disclosure policy, and security practices. WDF’s Privacy Policy reflects these requirements.
• Data Security Measures: We employ appropriate technical and organizational measures to secure data. This includes encryption of sensitive data, secure servers/hosting for the website and databases, access controls so that only authorized personnel can access personal data, and regular security audits. While we strive for top-notch security, we acknowledge (as per industry standard) that no system is 100% hack-proof; however, we continuously update our defenses. The policy is to also have a Data Breach Response Plan: if any data breach occurs, affected individuals and authorities will be notified as required by law.
• Data Handling Protocols: Internally, WDF classifies data and restricts access on a need-to-know basis. For example, member contact information is accessible only to certain staff or committee members who need it (like event organizers reaching out to participants). Financial data is limited to finance personnel. All staff and volunteers are trained in basic data protection—e.g. not to email spreadsheets of member data to unauthorized persons, to use BCC in mass emails, etc.
• Third-Party Processors: If WDF uses third-party services (for instance, an email newsletter service, cloud storage, payment gateway for fees), we will ensure those vendors comply with data protection standards and sign data processing agreements. We do not sell personal data to any third parties. We may share data with partners only for legitimate purposes (with consent or as stated in the Privacy Policy) and ensure it’s protected.
• Confidentiality in Committees: Advisory Board discussions and strategy drafts are kept confidential until officially decided and announced. Judges of competitions or selection committees must keep deliberations confidential to ensure integrity. Any participant (like an Advisory Board member or contest jury) found leaking information (e.g., winners list before official announcement) will face removal.
• Intellectual Property (IP): While IP is a separate legal matter, confidentiality extends to unpublished creative works that members may share for feedback or in competitions. Judges, mentors, or others who view a designer’s unpublished work through WDF must not copy or disclose it without permission. WDF may implement NDAs for mentors/judges in this regard to protect designers’ IP until they choose to publicize it.

3.3 Reporting and Whistleblower Policy

WDF encourages a culture of openness and accountability where concerns can be raised without fear. Our reporting mechanisms include both operational reporting lines and whistleblower provisions:

• Chain of Reporting (Operational): The structural hierarchy itself is a reporting chain – city committees report to state committees, state to zonal, zonal to national. Regular reports (monthly/quarterly) must be submitted as described, and meetings at higher levels discuss those. This ensures information flow and that any issues (a non-functional city chapter, a funding need, a disciplinary case) are elevated appropriately. Each level is responsible to report not just successes but also problems or violations upward. For example, if a State Committee discovers misuse of funds in a city chapter, it must report it to Zonal/National immediately for investigation.
• Issue Escalation: Members or lower-level leaders are encouraged to solve issues at the lowest level possible, but if not resolved, they should escalate. WDF will have a clear grievance escalation matrix (published internally): e.g., a member unhappy with a city committee decision can appeal to the State Committee; if unsatisfied, then to Zonal/National. The National Core Committee can form ad-hoc committees to hear serious grievances or appeals.
• Whistleblower (Vigil) Mechanism: In line with good governance, WDF establishes a Whistleblower Policy (also known as Vigil Mechanism). This allows any stakeholder (employee, member, volunteer) to report unethical behavior, fraud, law violations, or serious misconduct confidentially to a designated authority without fear of retaliation.
  
  • A whistleblower could report issues like: financial impropriety (e.g. embezzlement of event funds), corruption (accepting bribes for awards), harassment or discrimination not addressed locally, data privacy breaches, etc.
  • WDF will designate a Whistleblower Officer or Committee (possibly chaired by an independent director or a senior advisor not involved in daily operations) to receive and investigate such complaints. An email like whistleblower@worlddesigningforum.com or a third-party ethics hotline may be provided.
  • Complaints can be made anonymously if desired. All complaints will be kept confidential to the extent possible while allowing a proper investigation.
  • The policy explicitly protects whistleblowers: any retaliation (firing, demoting, harassing someone who reported an issue) is strictly prohibited and can result in disciplinary action. This is in accordance with emerging best practices and SEBI regulations for larger companies (which WDF chooses to adopt voluntarily for integrity).
  • The Whistleblower Committee will investigate allegations independently and recommend corrective action to the appropriate level (Board or NCC). For example, if an NCC member is accused of misconduct, the Board of Directors (or an external investigator) will handle it to avoid bias.
• Internal Complaints Committee (Harassment Reporting): As required by the Sexual Harassment of Women at Workplace (Prevention, Prohibition and Redressal) Act, 2013, WDF will constitute an Internal Complaints Committee (ICC) to specifically handle complaints of sexual harassment in the workplace or within any WDF-related context. Every employer in India must set up an ICC at each office with 10+ employees, and though WDF’s committees are largely volunteer-run, the company itself (WDF Intl Pvt Ltd) will have an ICC at its registered office for employees and also empower state chapters to handle local complaints if any. The ICC will be formed per law: led by a senior woman member, with two other employees and one external NGO member experienced in women’s rights. It will confidentially hear complaints from any female (or male, though law is for women but WDF’s policy is zero tolerance for harassment of any gender) member or employee, conduct inquiries, and recommend action as per the Act and rules. WDF will also educate members and employees about this mechanism and the definition of sexual harassment (via workshops and policy dissemination), fulfilling the legal duty to provide a safe environment.
• Reporting to Authorities: If any misconduct potentially violates the law (fraud, harassment, data breach, etc.), WDF will, when required, report to appropriate authorities (police, cyber crime cell, labour commissioners) in addition to internal handling, in line with legal obligations.
• Periodic Reporting and Review: The NCC will receive periodic summaries of any whistleblower complaints and their resolution (maintaining anonymity of reporters) to ensure oversight. The Board will review the effectiveness of the whistleblower system annually. Similarly, the ICC reports an annual summary of harassment cases (without names) as mandated by law to the District Officer and in the company’s annual report.

3.4 Terms and Conditions of Membership/Service

WDF’s Terms and Conditions (T&C) govern the use of its platform and membership services. All members, whether they are designers, models, or general community members, agree to these T&C upon joining. Key points of the T&C include:

• Acceptance of Terms: By registering as a member or using WDF’s website and services, individuals agree to be bound by the T&C. These terms are accessible on the WDF website and must be agreed to (e.g., via a checkbox on signup).
• Membership Eligibility: Membership is open to adults aged 18 or above. During registration, one must provide accurate and complete information. Providing false information can lead to immediate termination of membership. For example, WDF’s terms state that you must be at least 18 and give accurate info; if any false or misleading info is found, WDF may terminate the membership without notice.
• Account Security: Members are responsible for maintaining the confidentiality of their account login credentials. Any activity under a member’s account is presumed to be by them; therefore, members should not share passwords and should report any unauthorized use immediately. WDF is not liable for losses due to compromised passwords (though we will assist in securing the account once notified).
• Lawful and Appropriate Use: Members agree to use WDF’s platform and services for lawful purposes only and in a manner that does not infringe the rights of others or inhibit others’ enjoyment of the platform. Posting or distributing any content that is illegal, offensive, defamatory, obscene, or that violates someone’s intellectual property rights is strictly prohibited. Examples of forbidden conduct: hate speech, harassment of other users, pornography, piracy (posting designs you don’t own), spamming other members, phishing or fraudulent schemes, etc. WDF reserves the right to remove any content that violates these rules and may suspend or terminate accounts for such violations.
• Content Ownership and License: WDF recognizes that designers and creators own the intellectual property of the content they create. Members retain all rights to the content (designs, images, text) they post or submit. However, by participating in WDF (posting content on the site, entering competitions, etc.), members grant WDF a license to use that content for purposes of operating and promoting the forum. Specifically, the T&C grant WDF a non-exclusive, worldwide, royalty-free license to use, reproduce, modify, display, and distribute member-submitted content in connection with WDF’s services and marketing. This allows, for instance, WDF to showcase a designer’s work on the website gallery or include a winning design in a press release. The WDF Terms clarify that by posting content, you give WDF a transferable, sub-licensable, royalty-free license to use and distribute your content. Importantly, WDF does not take ownership of your work; the license is just for usage. Members must also ensure any content they submit is owned by them or they have the rights for it – posting plagiarized or stolen work is a violation of both T&C and the Code of Conduct.
• Interaction and User Conduct: Members should interact with others respectfully (detailed further in the Code of Conduct). Any user-generated content (comments, forum posts, messages) should be civil. Impersonation of WDF officials or other members is not allowed. Members must refrain from disrupting the platform – e.g., no flooding the forums with promotional content, no uploading malware. If the platform has community forums or discussion threads, separate Community Guidelines may apply, but they align with these T&C basics.
• Events and Participation: If members participate in physical events or competitions organized by WDF, they must abide by any additional rules provided (competition guidelines, event codes). WDF may require participants to sign specific agreements (for example, a photo release for models in a fashion show). The T&C make clear that members should follow the lawful instructions of event organizers and that their conduct at events can affect their membership status.
• Indemnification: As is standard, the T&C include an indemnity clause. Members agree to indemnify and hold harmless WDF and its affiliates, employees, and officers from any claims or losses arising out of the member’s own actions – for example, if a member’s posted content infringes someone’s copyright and that person sues WDF, the member who posted it should cover WDF’s costs/losses for that issue. WDF’s terms specifically require members to indemnify the forum and its employees against any claims or damages arising from the member’s use of the service or violation of the terms.
• Limitation of Liability: WDF’s liability to members is limited. We provide services “as is” without warranty of specific outcomes. Any disputes regarding, say, a project obtained through WDF is primarily between the member and the client – WDF is not automatically liable for issues in third-party dealings. Additionally, WDF will not be liable for indirect damages or loss of profit, etc., to the extent permitted by law. (This clause protects WDF from lawsuits for things beyond its control, though it does not override any statutory rights a consumer might have under Indian law.)
• Modification of Terms: WDF reserves the right to update the T&C as needed (due to new features or legal requirements). Changes will be communicated (via website notice and/or email). Continued use of the platform after changes indicates acceptance of the new terms. Typically, we will give advance notice if changes are significant.
• Termination of Membership: WDF can suspend or terminate a member’s account for violations of the T&C or policies, or for any behavior deemed seriously detrimental to the community. Termination can be immediate in cases of severe misconduct (e.g. posting pornographic or hate content, proven harassment, fraud). Members also have the freedom to terminate their membership (delete account) if they wish, via a defined process (and WDF’s Membership Cancellation Policy outlines the refund rules for any fees – see section 3.7). Upon termination (by either party), the member’s access is revoked. Content they posted may or may not be deleted at WDF’s discretion (for example, forum posts might remain but account name anonymized).
• Governing Law & Dispute Resolution: The T&C are governed by the laws of India. Any disputes arising from the T&C or use of the platform are subject to the jurisdiction of Indian courts. (WDF may specify a particular city jurisdiction, e.g. Delhi or the city of its registered office, for legal filings.) We may also explore alternative dispute resolution like arbitration or mediation for resolving member disputes amicably. This will be detailed in the Legal Policy if applicable.

(Refer to Section 5 for Code of Conduct, which overlaps with user conduct in T&C, providing the behavioral expectations in more detail.)

3.5 Privacy Policy

WDF’s Privacy Policy details how we collect, use, store, and protect personal information. The Privacy Policy is published on our website and is crafted in line with Indian IT law requirements and global best practices. Key elements of the Privacy Policy include:

• Information Collected: We outline the types of personal data WDF collects:
  
  • Personal Information provided by users: e.g. name, email, contact number, date of birth, professional info (like design specialization, portfolio links) that members provide during registration or profile setup.
  • Usage Data: e.g. IP address, browser type, device information, and browsing behavior on our site (pages viewed, time spent) collected via cookies and analytics tools.
  • Communication Data: e.g. queries or feedback users send, or information from surveys, event registrations, etc.
  • We do not collect sensitive personal data (SPDI) like passwords (other than for login), financial information, etc., except if needed for a specific service (and then in compliance with law).
• Use of Information: The purposes for which we use personal data are clearly listed. For instance:
  
  • To provide and personalize our services (e.g. create member profiles, match designers with opportunities, display content relevant to user’s interests).
  • To communicate with users – sending newsletters, event invites, important account or policy updates.
  • To facilitate networking – e.g., making certain profile information visible to other members (with consent) for collaboration.
  • To analyze and improve – monitoring site usage to improve features and user experience.
  • Any additional purposes will be either explained at the time of data collection or done with user consent. We commit not to use personal data in ways incompatible with the purposes stated.
• Sharing of Information: WDF’s default stance is to not share personal data with third parties unless necessary. We explicitly state:
  
  • We do not sell or rent personal information to anyone.
  • We may share information with trusted third-party service providers who perform functions for us – e.g. an email dispatch service to send newsletters, a payment processor for membership fees, or website analytics provider. These parties get only the info needed and are bound by confidentiality and data protection agreements.
  • We may share necessary details with event partners if a member signs up for a partnered event (with disclosure in that context).
  • Legal Disclosures: If required by law or valid legal process (subpoena, court order, government request), we may disclose certain data. We will verify the request and only provide what is legally mandated.
  • If WDF undergoes a corporate change (like merger or acquisition), user data might be transferred to the new entity with continuing protection under the Privacy Policy.

• Cookies & Tracking: The policy informs users that we use cookies or similar technologies to enhance site experience (e.g. keeping users logged in, remembering preferences, analytics). Users are informed that they can control cookies via browser settings, though disabling cookies might affect some site functionality.
• User Choices and Consent: We respect user control over their data:
  
  • Users can choose not to provide certain info (though that might limit features – e.g. not providing an email means no newsletter).
  • Members can update their profile information through account settings.
  • Opt-out: All marketing or newsletter emails have an unsubscribe option. Users can opt out of non-essential communications at any time.
  • Withdrawal of consent: Where we rely on consent (e.g., using a photo of a member in marketing), users can withdraw consent and we will cease that use.
  • Account deletion: Members may request deletion of their account/personal data. We will delete or anonymize their data barring information we must keep for legal reasons (like transaction records).
• Data Security: The policy assures that we implement reasonable security practices to protect data from unauthorized access or disclosure. This includes technical measures (encryption, firewalls) and organizational measures (restricted access, staff training). However, it also carries the standard disclaimer that no method is 100% secure and that users transmit data at their own risk, but we will do our best to protect it.
• Retention: Personal data is kept only as long as necessary for the purposes collected. For instance, if a member leaves, we might retain basic info for some years for record-keeping but will not retain unnecessary data. Any data we no longer need is securely deleted or anonymized.
• Compliance and Law: We mention compliance with the IT Act 2000 and its rules. Also, as DPDP 2023 becomes effective, we will align with its provisions – such as data breach reporting to authorities, honoring rights like data access and correction by the user, etc. (We stay updated on implementing rules to ensure full compliance by the time DPDP is enforced.)
• Grievance Officer: As per IT Rules, we designate a Grievance Officer (with contact email) in the Privacy Policy. Users can reach out for any privacy-related concerns or complaints. We pledge to address grievances within a specified time (e.g. 15 days, as per rule).
• Policy Updates: We clarify that the Privacy Policy may be updated periodically (to reflect new practices or legal requirements). The “last updated” date is shown at the top of the policy. Users will be notified of significant changes (via website or email). Continuing to use the site after an update is considered acceptance of the revised policy.
• Acceptance: By using WDF’s site or services, users consent to the collection and use of their information as outlined in the Privacy Policy.

Overall, WDF’s Privacy Policy is designed to be compliant, transparent, and user-friendly, giving members confidence that their personal data is respected and protected.

3.6 Legal Policy (Disclaimers, Copyright, and Dispute Resolution)

WDF’s Legal Policy (or “Terms of Use and Legal Disclaimer”) covers additional legal aspects not fully detailed in the general T&C. This includes disclaimers of liability, copyright notices, and how disputes or violations are handled legally:

• Copyright and Intellectual Property Notices:
  
  • The WDF website and all original content produced by WDF (text, graphics, logos, event materials, publications) are the intellectual property of WDF International Pvt. Ltd. or its content suppliers and are protected under the Indian Copyright Act, 1957. The Legal Policy will state that WDF owns the copyright to the design and compilation of the site. Unauthorized reproduction or distribution of WDF’s proprietary content is prohibited. For example, the “World Designing Forum” name and logo are trademarks; no one may use them without permission.
  • As for user-generated content (design submissions, etc.), the T&C (section 3.4) clarifies the licensing. The Legal Policy reiterates that WDF respects intellectual property rights. If any user believes their IP has been infringed on the platform (say someone posted a design copied from them), they can notify WDF’s designated copyright agent or email with details. WDF will investigate and if needed remove the infringing content (akin to a DMCA style process, although India doesn’t have DMCA, we voluntarily provide a mechanism to address IP complaints swiftly).
  • Any copying of other members’ designs or misuse of content on the forum also constitutes a violation of both the Code of Conduct and potentially the law, and WDF can remove violators and assist IP owners in pursuing remedies.

• Disclaimers of Warranty: We provide the WDF platform and services on an “as is” and “as available” basis without warranties of any kind, express or implied. This means we do not guarantee that:
  
  • The platform will meet all users’ expectations or be error-free and uninterrupted at all times (though we strive for high uptime).
  • Participation in WDF will lead to any particular outcome (e.g. winning an award or securing a job) – those depend on individual effort and external factors.
  • We disclaim implied warranties like merchantability or fitness for a particular purpose regarding our website content. Users should use their judgment especially in any collaboration or transaction made through contacts on our forum.
• Limitation of Liability: The Legal Policy sets reasonable limits on WDF’s liability. In no event will WDF or its directors, employees, etc., be liable for any indirect, incidental, special, consequential, or exemplary damages arising from use of the site or participation in WDF events (to the extent allowed by law). Direct damages may be limited to a certain amount (perhaps the amount of any membership fee paid in the last year, etc.). This clause protects WDF from massive claims except in cases of gross negligence or willful misconduct. (We note that consumer protection laws will be followed, and nothing in the policy limits statutory rights more than allowed.)
• Third-Party Links and Content: WDF’s site or communications may contain links to third-party websites or may allow third-party postings (like a sponsor’s message). The Legal Policy clarifies that WDF is not responsible for third-party content or websites. Clicking those links is at user’s discretion, and they should review those sites’ own policies. Any third-party offers or services are between the user and that provider; WDF doesn’t provide warranties or assume liability for those.
• Professional Advice disclaimer: If WDF provides any articles or advice (say on design techniques, career advice), we clarify that this is for informational purposes and not professional advice to be solely relied on. Users should apply their own discretion or seek professionals for specific decisions. Similarly, any opinions expressed by members (for example, in an interview or blog hosted by WDF) are those of the individuals, not an official stance of WDF.

• Governing Law and Jurisdiction: We restate that the governing law is Indian law. Any disputes which cannot be resolved amicably are subject to the jurisdiction of the courts at the location of WDF’s registered office (e.g. Delhi, if the company is registered in Delhi NCR) or a specified forum.
  
  • If the company chooses arbitration for disputes: The Legal Policy may include an Arbitration Clause for certain disputes, where both parties agree to attempt resolving the dispute by arbitration in accordance with the Arbitration and Conciliation Act, 1996. The clause would specify the seat of arbitration (India), language (English), number of arbitrators (say one or three) and that the decision is binding. This can be for member-company disputes that are arbitrable.
  • Otherwise, any legal suit or proceeding will be in the appropriate civil courts. We might mention that for consumer-related issues, consumer courts can also be approached as per law.
• Disclaimer of Agency: WDF is a facilitator and community platform; except for its employees and official representatives, no member or participant is an agent of WDF. The Legal Policy clarifies that relationships formed through the forum (e.g. a designer getting a client through a WDF event) are solely between the parties – WDF is not a party to any freelance or employment contracts that might arise unless explicitly stated. WDF also doesn’t guarantee the quality of work or payment in those independent arrangements (though we encourage professional conduct).
• Termination and Legal Consequences: In addition to terminating access, WDF reserves the right to pursue legal action for activities that harm the platform or violate laws – e.g., hacking the site, committing fraud under WDF’s name, or persistent IP infringement. Users could face claims for damages or be reported to law enforcement if warranted.
• Disclaimer of Endorsement: WDF may have members of varying repute. If a member or an external person is mentioned or featured (say an award winner, or a partner organization), the Legal Policy notes that WDF does not endorse any individual, product, or service unless explicitly stated. Members should do their own due diligence before entering any business deals with contacts from WDF.
• Force Majeure: WDF will not be held liable for failure to perform obligations due to events beyond its control, such as natural disasters, strikes, technical failures, cyber-attacks, or government restrictions.
• Severability and Waiver: Standard clauses stating that if one part of the policy is found invalid by a court, the rest remains effective; and WDF not enforcing a provision immediately doesn’t waive its right to enforce it later.
• Legal Inquiries and Contact: The policy provides contact details for any legal notices (e.g., an address or email for serving notices to WDF). It also encourages that disputes or issues be first attempted to be resolved by contacting WDF’s support or legal contact informally.

In essence, the Legal Policy shields WDF from undue legal exposure while clarifying the rights and responsibilities of all parties in legal terms. It complements the friendlier language of the T&C and code by covering worst-case scenarios and legal formalities.

3.7 Other Company Policies

(In addition to the above, WDF maintains a few specific administrative policies, some of which are referenced on the website. These include:)

• Membership Fee and Cancellation Policy: WDF may charge a membership fee (annual or lifetime). A Membership Fee Policy outlines the amount, payment method, renewal process, and any concessions (e.g. student discount). The Cancellation Policy for Membership (already present on the site) specifies conditions for refunds if a member opts to cancel. For example, members who cancel within the first 3 days of joining get a partial refund, after 30 days no refund is given. It details the process (written request to support, processing time, etc.). Similarly, a Cancellation Policy for Event Participation covers refund rules for event registration fees if any (e.g. if a designer registers for a competition or show and withdraws).
• Financial Policy: Internal guidelines exist for financial management – covering budgeting, approvals needed for expenditures, reimbursement process for volunteers/employees, usage of funds for events, etc. All spending must be aligned to WDF’s objectives and properly documented. We also ensure compliance with the Income Tax Act for any revenue (membership fees, sponsorships) and seek to maintain tax-exempt status if applicable for any educational activities.
• Media and Communications Policy: Only authorized persons (like the National President or a designated Communications Head) should speak to press on behalf of WDF. Social media accounts of WDF are managed professionally; committee members should not create unofficial pages representing WDF without permission. Any branding use (logo use by partners or members) must follow WDF’s brand guidelines.
• IT and Digital Policy: Given WDF’s online presence, an internal IT policy covers acceptable use of company systems (for employees) and moderation of online content (for the community). Offensive or illegal content can be removed by moderators per the policy. The policy also addresses cyber security practices (no sharing admin passwords, regular backups, compliance with the IT Act’s requirements for intermediaries if WDF is deemed an intermediary under law, such as appointing a Grievance Officer which we have under Privacy).
• Record Retention Policy: WDF will maintain records (minutes of meetings, policy documents, contracts, financial records) for periods mandated by law or good practice. E.g. account records 8 years as per Companies Act, meeting minutes permanently, etc.

These company-wide policies collectively ensure WDF operates lawfully, ethically, and transparently across all levels of the organization.

4. Specific Guidelines and Policy Documents

WDF caters to various stakeholders – designers, models, general members, employees, and the management itself. For each category, there are tailored guidelines or handbooks addressing their specific rights and responsibilities, in addition to the company-wide policies. These documents ensure each stakeholder understands what is expected of them and what they can expect from WDF. Below is an overview of each:

4.1 Designer Policy and Guidelines

This policy is aimed at all designer members of WDF – including fashion designers, interior designers, graphic/web designers, industrial designers, etc. It sets standards for professional conduct, participation in WDF programs, and respect for intellectual property.

Key points of the Designer Policy:

• Originality and Intellectual Property: Designers must create and submit only original work that is their own. Plagiarism or copying of others’ designs is strictly prohibited. All designers in the community must comply with IP rights; using someone else’s work (or parts of it) as your own is forbidden. If a designer is found submitting plagiarized designs in a competition or using unlicensed imagery, they may be disqualified and subject to disciplinary action. Designers are encouraged to respect copyright laws – e.g. no unauthorized use of trademarked logos or characters in their designs.
• Design Submission Guidelines: When participating in WDF competitions or showcases, designers should follow the specific guidelines provided (format of submission, dimensions, theme compliance, deadlines). They must meet all eligibility criteria (e.g. original work created in the last year, not previously awarded elsewhere, etc., as applicable per event rules). Late submissions or those not meeting format requirements may be rejected.
• Quality and Professionalism: WDF expects designers to strive for high quality in all work they present under its banner. This means thoroughly checking their work for completeness, following the brief, and meeting deadlines. Designers should only commit to projects they can complete on time and meet the brief’s requirements. In collaborative projects, designers must communicate promptly if issues arise that might delay progress.
• Collaboration and Behavior: Designers often interact with models, fellow designers, mentors, or clients through WDF. They must maintain a professional demeanor – treating collaborators and competitors with respect. Critiques in design reviews should be constructive, not personal attacks. In team projects, designers should pull their weight and not engage in hostile behavior. Any form of harassment or disparagement (whether in person or online in forum discussions) is against policy.
• Use of Materials (Responsible Design): If using third-party resources (stock images, fabrics with certain prints, etc.) in a design, the designer must ensure they have the right to use them or have declared them properly. For instance, using a stock graphic should be disclosed and properly licensed. Transparency and honesty in design resources are emphasized. This ties into originality – avoid over-relying on prefabricated elements unless the contest allows it and it’s credited.
• Safety and Ethics in Design: Designers should follow safety guidelines especially for fashion shows (e.g. garments should not physically endanger models), or product designs should not violate safety standards. Ethically, designers should avoid designs that promote hate, violence, or obscenity – aligning with WDF’s values of inclusivity and respect. Cultural sensitivity is encouraged: when drawing inspiration from a culture, do so respectfully and credit influences to avoid cultural appropriation issues.
• Attire and Presentation: For designers presenting themselves or their work at WDF events (like portfolio showcases or fashion shows), appropriate attire and presentation are recommended. This is more of a soft guideline – e.g. if you’re on stage receiving an award, follow any dress code given, and behave courteously.
• Mentorship and Knowledge Sharing: A lot of WDF’s ethos is about experienced designers guiding emerging ones. Designers who act as mentors or speakers under WDF should follow the Mentor Guidelines (which would include being respectful to mentees, not misusing their position to solicit personal favors or hire interns for free outside of what’s agreed, etc.). Similarly, any content a designer shares in WDF seminars should be their own or credited, maintaining academic honesty.
• Conflict Resolution: If a designer has a conflict with a judge’s decision or a dispute with a fellow member, they should not engage in public spats that could tarnish the forum’s atmosphere. There are channels to raise concerns (e.g. writing to the competition committee or state head). Designers are expected to accept competition results gracefully and exhibit good sportsmanship. Grievances can be addressed, but privately and professionally.
• Use of WDF Platform: Designers should use WDF’s platform (online and offline) in line with all policies. No self-promotion that violates spamming rules – for example, it’s fine to showcase your work and brand, but not to harass other members to buy your products. Designers may not use WDF events to ambush-market (e.g. distributing flyers of their own business unless permitted).
• Recognition and Credits: WDF will ensure designers get proper credit for their contributions (e.g. their name on their designs in exhibitions, mentions in press releases for winners). Designers in turn should credit WDF when appropriate (like mentioning that a project was done through WDF platform, etc., especially for media).
• Consequences: The guidelines outline that violations (plagiarism, misconduct, etc.) can lead to actions such as warnings, removal from a specific event, or in severe/repeat cases, suspension of WDF membership. The disciplinary process will usually involve giving the designer a chance to explain, except in clear-cut cases of fraud or harassment which may merit immediate action.

The Designer Policy is provided to every designer member upon joining (perhaps as part of a welcome kit or available on the website). It is intended to uphold a high standard of professionalism and integrity in all design activities under the WDF umbrella, thereby enhancing the reputation of both the individual designers and the forum as a whole.

4.2 Model Policy and Guidelines

This policy pertains to members who are models (likely in fashion shows, photoshoots, etc., organized through WDF). Since WDF aims to connect designers and models and host events, models are key stakeholders who require guidelines to ensure their safety, professionalism, and a respectful working environment.

Key points of the Model Policy:

• Professional Conduct and Reliability: Models are expected to act professionally in all WDF assignments or events. This includes punctuality (arriving on or before call times for rehearsals, fittings, shows), and reliability (honoring commitments to participate once confirmed). If a model cannot attend due to an emergency, they should inform the organizer at the earliest opportunity so backups can be arranged.
• Preparation and Appearance: Models should come prepared as instructed – for instance, bringing specified footwear or basic makeup if asked, maintaining their physical fitness and grooming as needed for the show. They should comply with dress codes or styling directions given by the event stylist/designer, within reason. If they have any allergies or concerns (e.g. not comfortable with certain makeup ingredients or outfits), they must communicate that in advance.
• Respectful Behavior: Just as designers must behave respectfully, models too must treat designers, choreographers, makeup artists, fellow models, and staff courteously. No bullying or mean behavior backstage – a senior model should not belittle a new model, etc. Harassment of any form is not tolerated (this includes models as potential victims or perpetrators – everyone is protected and bound by the Code of Conduct).
• Following Instructions and Safety: Models should listen to and follow the instructions of the show director or coordinator during events for smooth operations. This includes cues on stage, poses, and emergency procedures (like what to do if there’s a wardrobe malfunction or an accident on stage). If a model feels an instruction is unsafe (e.g. being asked to perform a physically dangerous act without proper precautions), they have the right to refuse and report it. Safety of models is paramount: any stunts or special effects will have safety measures which models should adhere to (e.g. wearing provided safety gear).
• Outfit Decency and Comfort: Designers will provide outfits for shows – models should communicate their sizes accurately. If an outfit is overly revealing or makes a model uncomfortable, they can bring it up with the coordinator for adjustments or appropriate inner wear. While WDF encourages creative expression, it also respects models’ dignity. No model will be forced to wear something against their modesty or religious sentiments. Organizers will try to accommodate reasonable concerns, or substitute the model if needed.
• Changing and Backstage Etiquette: The policy covers that backstage areas will be gender-segregated or privacy-assured for changing. Models should respect each other’s privacy. Photographers are not allowed in changing areas unless specifically permitted and even then with caution. Models should also not use phones to take inappropriate images backstage that could violate others’ privacy.
• Photography and Image Rights: Models usually sign a release allowing WDF and designers to use photographs from events for promotion. The Model Policy will outline that by participating, the model agrees to such usage (with no further royalty, as events are promotional for them too). However, images will be used tastefully to showcase the event or designs. If a model wants copies for their portfolio, WDF will often provide or allow them to obtain from photographers. Models are discouraged from engaging photographers directly for side arrangements during official events unless cleared.
• No Exploitation / Zero Tolerance: WDF commits that models will not be subject to exploitation. There will be no tolerance for any request or pressure on models for sexual favors, private shoots beyond agreed terms, or inappropriate meetings under the pretense of WDF. Any such incident must be reported (the ICC mechanism covers this as well). WDF will blacklist any individual (designer, staff, etc.) found engaging in such misconduct.
• Health and Well-being: Models should take care of their health – get adequate rest before shows, stay hydrated, etc. WDF events will attempt to provide basic amenities (water, breaks, safe working conditions). If a model feels unwell, they should inform the team and not push themselves to the point of harm. Additionally, models are encouraged to maintain a healthy approach to body image; WDF does not endorse extreme unhealthy practices to meet certain body standards. Diversity is valued, and any form of body-shaming is against our principles.
• Substance Use: Models must not consume alcohol or illegal substances before or during WDF events. Smoking is also prohibited during event duties (especially in non-smoking venues or in attire that could catch fire). Being under influence on the job is grounds for immediate removal for safety and professionalism reasons. Conversely, WDF will ensure that after parties or social aspects do not pressure models into drinking, etc. – it’s at their discretion off duty, but responsible behavior is expected as they still represent WDF.
• Training and Development: WDF may provide or facilitate grooming sessions, runway training, or photo-movement workshops for member models (especially newcomers). Models are encouraged to attend these to enhance their skills. Mentors (senior models or choreographers) will conduct these following positive pedagogy – no humiliation or unnecessary criticism.
• Payments and Agreements: If a WDF event provides honorarium or prizes to models (some volunteer, some paid), the terms should be clearly communicated (via email or a simple contract). Models should uphold their end (show up, do the rehearsals, etc.) and WDF will ensure timely payment if promised. The policy also states models should not engage in separate monetary negotiations with designers for official WDF events – all official compensations are handled by WDF or per event terms to keep it fair. Outside WDF, if a designer and model want to collaborate commercially, that’s their own arrangement, but WDF isn’t responsible for those private deals.
• Grievances: A model with a complaint (be it scheduling issues, mistreatment by any team member, etc.) can approach the City/State Committee Model Coordinator or directly the event manager. Serious issues (harassment, non-payment) should be escalated via the provided channels (maybe a dedicated Models Liaison in WDF committees).
• Attire Ownership: Clarify that outfits worn in shows are usually the designer’s property (or WDF’s if it’s a themed event outfit) unless stated as gifts. Models should return them in good condition post-event. They shouldn’t take any outfits or accessories without permission. Conversely, models should get their personal belongings back after events; organizers will have a system for that (e.g. check-in for any personal items).
• Image and Representation: Models representing WDF externally (say at a press conference or external fashion show) should maintain the decorum as ambassadors. This includes not speaking ill of WDF in public; any feedback should be given internally. WDF in turn will do its best to provide opportunities and promote models positively.

The Model Guidelines aim to ensure models feel safe, respected, and clear about expectations, which in turn leads to smooth events and a positive reputation so more models join WDF.

4.3 Member Policy and Guidelines

This covers guidelines for WDF Members at large (anyone who has signed up but not necessarily a designer or model by profession – could include students, enthusiasts, industry supporters). Even designers and models should adhere to these general member rules when engaging in the community outside of specific professional tasks.

Key components:

• Community Conduct: Members should engage in a supportive and respectful manner within the WDF community. This includes online forums, social media groups, and physical meetings. They should uphold the Code of Conduct (Section 5) in all interactions: no abusive language, no discrimination or trolling, maintain civility even in disagreements about design opinions.
• Participation Etiquette: If RSVPing for an event or workshop as a member, honor that commitment or cancel in advance so someone else can take the spot if limited. During events (like seminars, Q&A sessions), members should follow the rules (e.g., keep questions concise, allow others to speak, not interrupt speakers).
• Content Sharing: Members may share content (posts, tips, resources) on WDF forums. They must ensure what they share is appropriate and preferably relevant to design/creativity. No sharing pirated software links, or inappropriate off-topic content. No flooding the channels with self-promotion – occasional sharing of one’s accomplishments is fine (the community wants to celebrate each other), but using WDF solely as an advertising platform is discouraged.
• Confidentiality and Privacy: If a member is privy to any non-public info through WDF (e.g., internal news shared at a meeting, or another member’s personal stories shared in a closed group), they should not spread it outside without consent. Also, respect other members’ privacy – do not misuse contact information of members for spam or unsolicited offers. For example, if members connect via WDF, one should not add everyone to an unrelated business mailing list without permission.
• Use of WDF Name: Members should not misrepresent themselves as official WDF spokespeople or use WDF’s name to secure personal favors. For instance, one cannot claim to represent WDF to get free entry to an unrelated event. Any formal representation must be sanctioned by a committee.
• Adherence to Policies: Members are expected to read and follow all relevant policies (T&C, Privacy, Code of Conduct, etc.). Ignorance of rules is not an excuse for violation.
• Feedback and Reporting: Members are encouraged to give feedback on WDF programs through proper channels (surveys, contacting committee members). If they observe any policy violations or problematic behavior in the community (like someone posting plagiarized content or harassing others), they should report it to admins or committees. WDF will treat reports seriously and confidentially.
• Membership Dues and ID: If membership involves a fee or renewal, members should pay timely to remain in good standing. Once a member, they might receive a digital or physical membership ID. This ID or membership status should be used honestly – for instance, if membership entitles entry to an event, only the member should use it (no sharing membership credentials). Loss of any physical ID should be reported.
• Volunteer Opportunities: Many members can volunteer in WDF activities (like helping at events, writing for the blog, etc.). The guidelines encourage volunteering and provide a structure (whom to contact to volunteer, what is expected, etc.). Volunteers should adhere to the same professional standards as staff when doing tasks.
• No Political/Religious Activities: WDF is apolitical and inclusive. Members should not use WDF platforms to campaign for political candidates or propagate religious ideologies. Discussions can cover how design interacts with society, but outright political or religious debates are not appropriate in WDF forums, which should remain focused on creative collaboration and professional growth.
• Disciplinary Action for Members: The policy notes that if a member violates the rules, steps will be taken – usually a warning first, then temporary suspension (like disabling forum access for a while), and potentially termination of membership for serious or repeated infractions. The Member Policy references the Code of Conduct for what constitutes serious infraction (e.g. harassment, fraud).
• Inclusivity: WDF welcomes members of all backgrounds – so members are expected to contribute to an inclusive environment. This means being open-minded to diverse design perspectives (traditional to avant-garde, various cultures), and welcoming newcomers rather than forming cliques. Senior members should help mentor juniors when possible, aligning with the forum’s ethos.
• Use of Resources: If WDF provides resources (like a library of articles, or tools, or maker spaces in a local chapter), members should use them responsibly – e.g. don’t monopolize a resource, don’t damage equipment, and follow any posted rules for usage.
• Networking Etiquette: At networking mixers or online, members should certainly network (that’s a benefit of WDF), but should do so politely. That means not aggressively pestering high-profile speakers or guests, not mass messaging members with solicitations. Building genuine connections is encouraged over hard-selling oneself. WDF might even provide tips for networking ethically as part of this guideline.
• Loyalty and Promotion: We encourage members to promote WDF in their circles (like inviting peers to join) and to represent the forum in a positive light. If using the WDF logo or name for something (like putting “Member of World Designing Forum” on their resume or bio), it should be factual and not imply official endorsement. If they leave WDF, they should remove any official role references.

The Member Policy essentially ensures that the general membership remains engaged, responsible, and aligned with WDF’s collaborative spirit. It helps maintain a healthy community where everyone feels safe and valued.

4.4 Employee Handbook (HR Policies and Working Terms)

WDF’s Employee Handbook is a comprehensive guide for all employees (paid staff) of the company. While many involved in WDF might be volunteers or committee members, WDF likely has a core team of employees (for administration, event management, tech support for the site, etc.). The handbook covers HR policies, code of conduct for staff, and terms of employment. Key sections include:

• Recruitment and Equal Opportunity: WDF is an equal opportunity employer. Hiring, promotions, and all HR decisions are made without discrimination on grounds of gender, age, caste, religion, disability, etc. This aligns with Indian law and constitutional values. The handbook states WDF’s commitment to diversity – hiring staff that reflect the community it serves (perhaps encouraging applications from underrepresented groups in design). Recruitment process (applications, interviews, any tests) is outlined for transparency. Nepotism or favoritism is discouraged; selection is merit and fit-based.
• Employment Terms: This includes types of employment (permanent, contract, internship). Offer letters/appointment letters detail role, salary, probation period (commonly 3-6 months for new hires as per industry), and reporting manager. The handbook covers that:
  
  • Working days and hours: e.g. Monday-Friday, 9:30 am – 6:30 pm, with flexibility during events (overtime may be needed around events).
  • Location: If WDF has an office (like in Noida/Delhi), and any flexible/remote work options.
  • Probation and Confirmation: Performance will be reviewed at end of probation for confirmation as a regular employee.
• Compensation and Benefits: Outline payroll schedule (monthly by 7th of the next month or such), any bonus structure, and statutory benefits:
  
  • Provident Fund (PF) contributions as per EPF Act for eligible employees.
  • Employee State Insurance (ESI) for those under salary threshold, or health insurance if provided separately.
  • Gratuity eligibility (after 5 years as per Payment of Gratuity Act).
  • Any additional benefits WDF gives: e.g. health insurance plan, travel reimbursements for official travel, phone/internet allowance if applicable, etc.

• Work Hours and Overtime: Standard working hours, and policy on overtime. WDF will comply with relevant Shops and Establishments Act regarding working hours and leave. If overtime is needed, either compensatory off or overtime pay is given as per law or company practice. Ensure employees take at least one day off in a week (which is law).
• Leave Policy: Entitlement to various leaves:
  
  • Casual Leave, Sick Leave, and Earned/Annual Leave – how many days per year, accrual, carryover rules. E.g., 12 days casual, 12 sick, 15 earned, etc.
  • National holidays and Festival holidays as per company calendar (at least the 3 national holidays: Jan 26, Aug 15, Oct 2, plus other festival days as decided).
  • Maternity Leave: Female employees are entitled to maternity leave as per the Maternity Benefit Act (currently 26 weeks for eligible cases) and possibly Paternity leave for new fathers (though not mandated, WDF might offer say 5-10 days as a progressive measure).
  • Other special leaves: e.g. marriage leave, bereavement leave could be outlined if offered.
  • Leave application procedure – how to apply (HR system or email), advance notice for planned leave, whom to get approval from.
• Code of Conduct for Employees: (While there is a general code in Section 5, the employee-specific code emphasizes workplace behavior.)
  
  • Professionalism: Employees should perform their duties with integrity and diligence. Meet deadlines, produce quality work, and be accountable for their responsibilities.
  • Behavior: Follow superior’s legitimate instructions, collaborate well with colleagues, and maintain a positive work environment. No gossiping or spreading false rumors about the company or colleagues.
  • Attire: If the office has a dress code or at least expects neat casual/business casual attire, mention that. During events, staff may be given or asked to wear WDF branded attire or formalwear depending on the event.
  • Attendance and Punctuality: Expect employees to be on time and maintain good attendance. Chronic tardiness or absenteeism can lead to warnings.
  • Use of Company Property: Use office equipment (computers, cameras, etc.) responsibly for work purposes. No theft or misuse. Personal use should be minimal (like don’t hog broadband for personal streaming). Company emails and documents should be used appropriately – do not use official email for personal controversial communications. There may be an IT usage policy (no visiting illegal sites, etc. on company network).
  • Confidentiality: Employees will likely access sensitive info (like member databases, financials, event plans). They must keep such information strictly confidential (with NDA signed as mentioned). This section reaffirms that duty. Also, any intellectual property developed by employees as part of their job (like a software tool for WDF or a curriculum) belongs to WDF as per work-for-hire, which is typically in contract.
  • No Conflict of Interest: Employees shouldn’t engage in activities that conflict with WDF’s interest. For example, an employee shouldn’t freelance for a competitor organization during their tenure or use WDF contacts for a personal side business without disclosure. Any potential conflict should be disclosed to HR/management for guidance.
  • Anti-Harassment and Discrimination: Workplace harassment (sexual or otherwise) and discrimination are absolutely not tolerated. The handbook references the PoSH policy: every employee must ensure a workplace free of harassment; any incidents can be reported to the ICC or HR without fear. Also, bullying or intimidation within the workplace hierarchy is forbidden (no abusive bosses or colleagues). Training on PoSH will be given.
  • Grievance Redressal: If employees have complaints or grievances (could be work conditions, interpersonal issues, or perceived unfair treatment), the handbook explains how to raise them – possibly a formal grievance form to HR or a Grievance Committee if constituted. Issues should ideally be resolved internally via HR and management discussions. For example, if someone has a problem with their manager, they can approach HR or a higher manager.
• Performance Management: The handbook may outline how performance is evaluated – periodic appraisals (annual or biannual), key result areas (KRAs) or objectives setting, feedback mechanisms. Good performance is recognized (maybe through appraisals leading to raise or promotion), and poor performance is addressed through improvement plans.

• Disciplinary Policy: Steps the company will take for misconduct or performance issues:
  
  • Minor issues: verbal warning, then written warning.
  • Major issues or repeated misconduct: could lead to suspension (leave without pay for a few days) or directly termination depending on severity. Examples of gross misconduct (immediate termination) include: theft, violence at workplace, serious harassment, willful data breach, etc.
  • Termination: Notice periods – If an employee is to be terminated not for misconduct (e.g. redundancy or poor performance), typically one month notice or as per contract will be given or salary in lieu. If employee is leaving, they usually have to give notice (often 1 month or 2, per contract). The handbook will specify that. During notice, handing over of duties must be done.
  • Exit Process: Conducting exit interviews, returning company property (laptop, ID card), revoking access, final settlement of dues (salary, leave encashment, PF, gratuity if applicable), providing experience certificate.
• Workplace Safety: If WDF has an office, compliance with occupational health and safety: maintaining a safe workplace (ergonomic considerations, basic fire safety measures). Emergency procedures (evacuation plan, first aid kit location) might be in the handbook. Also, any travel safety guidelines if staff travel for events (like don’t travel alone late at night if avoidable, or company-provided transport if working late for event prep).
• Learning and Development: WDF might encourage employees to improve skills – possibly offering some training budget or at least allowing time to attend relevant workshops. This fosters growth and better service to WDF’s mission.
• HR Administrative Info: Contacts for HR, how to update personal info, what documents employees must provide for background verification or payroll (IDs, PAN, bank details, etc.), and policies on things like attendance punching if any, etc.

The Employee Handbook ensures employees know their rights (like paid leave, maternity benefits) and responsibilities (like conduct, confidentiality). It helps maintain a fair workplace that complies with labour laws (Factories Act likely not applicable, but Shops & Establishments Act, and labour codes for wages, etc., are followed).

4.5 Management Policy (Leadership Roles and Decision-Making)

This policy document or section clarifies the structure and expectations for management roles within WDF – essentially focusing on those in leadership positions (from the CEO/Managing Director and National Core Committee down to State/City heads) and the processes by which decisions are made and accountability is enforced.

Key elements:

• Definition of Management: “Management” in WDF includes the executive directors (Managing Director/CEO, etc.), senior management team (department heads), and key committee office bearers (President, Vice Presidents, Secretaries at various levels). These individuals have authority to make decisions and thus must adhere to additional standards of accountability.
• Roles and Responsibilities: The policy may list major leadership roles and what they entail:
  
  • Chief Executive Officer / Managing Director: The MD/CEO (possibly the founder in this case) is responsible for overall execution of WDF’s strategy, day-to-day administration of the company, and is the primary interface between the Board of Directors and the rest of the organization. They ensure that the decisions of the National Core Committee and Board are implemented. They also handle external relations (investors, key partners).
  • National President/Chairperson (if different from CEO): Leads the National Core Committee, focuses on the community and programmatic side of WDF (competitions, forum activities) while the CEO might focus on corporate aspects. If the same person holds CEO and President, then these roles merge.
  • Vice Presidents (National): Possibly each VP has a portfolio – e.g. VP Events & Competitions, VP Membership & Chapters, VP Industry Relations, etc. They lead respective teams or committees and report to the President/CEO. They are accountable for outcomes in their domain (like successful execution of events or growth of membership).
  • General Secretary (National): Ensures all meetings (NCC, advisory board, etc.) are well organized, minutes recorded, and follow-ups tracked. Also often handles official correspondence and maintaining records (bylaws, policy docs, etc.). They have an administrative leadership role.
  • Treasurer/Finance Head: Manages finances and budgeting. Must approve expenses, maintain accounts, coordinate with auditors, and report financial status to NCC/Board. They enforce financial controls.
  • Zonal Directors / State Presidents: These managerial roles connect local chapters to national. They must ensure execution of WDF’s mission in their jurisdiction and manage their committees. They have decision-making authority on local matters (e.g. approving a state event plan or city committee formation), but major decisions or anything deviating from policy needs clearance from above.
  • Project/Program Managers: If WDF has managers for specific programs (like a National Awards Director), they run that project end-to-end and have autonomy to make operational decisions within the project’s scope and budget. They report progress to their higher-up (maybe VP Events).
  • HR/Administrative Manager: Ensures the company’s HR and office administration is smooth (might be a smaller role given company’s focus, but still needed).
• Decision-Making Structure:
  
  • Hierarchy vs. Committee: WDF uses a mix of hierarchical and committee decision-making. The Management Policy clarifies which decisions are made collegially (by committees) and which by individuals with authority. For example, financial expenditures above a certain limit might require the NCC’s approval or Board’s resolution, whereas day-to-day spending within budget can be approved by the CEO/Treasurer. Policy changes or strategic plans might be decided by vote in the NCC (or Board if needed) – majority vote wins, with proper quorum. Operational decisions (like event logistics) can be delegated to the event manager.
  • Delegation: Good management involves delegation. The policy encourages leaders to delegate tasks to their teams or sub-committees while maintaining oversight. It outlines that while responsibility can be delegated, accountability remains with the leader who delegated it.
  • Meetings and Documentation: All management committees (NCC, ZCC, SCC) should follow consistent meeting protocols: set agendas, circulate in advance, record minutes, and track action items. This ensures decisions are well-documented and can be reviewed. The General Secretary (national or state level as relevant) is tasked with maintaining these records.
  • Consultation: When making big decisions, managers should consult relevant stakeholders. E.g., if national management is making a policy affecting models, perhaps involve a model representative in discussions (advisory input). While not every decision can have consensus, seeking input builds better decisions and acceptance.
  • Crisis Decision-Making: In urgent situations (like last-minute event crises or public relations issues), the policy might allow the President/CEO or a small crisis committee to make quick decisions, which are later reported to the full committee. This agility is important for a dynamic organization.
• Accountability Mechanisms:
  
  • Leaders must provide periodic reports on their area (like a VP Membership must present membership growth numbers and initiatives’ outcomes). If targets are not met, an explanation and corrective plan is expected.
  • Evaluation of Leaders: Perhaps annually, the Board or a higher committee evaluates the performance of top management (including feedback from lower levels). In a member-driven org, there might even be a process where chapter leaders give feedback on national leaders (not unlike how a federation might work). While as a company it’s not electoral accountability, internal evaluations keep leaders responsible.
  • If a management committee member is not performing or violating trust, the policy provides a way to address it: possibly a removal or vote of no confidence by their committee. For instance, the NCC can recommend removal of a Zonal Head if they are inactive or misconducting (with Board ratification if needed, since formally that person might have an appointment letter).
  • Audits and Reviews: Financial audits by external auditors ensure financial accountability of management. Program audits (maybe inviting external experts to review how effectively WDF’s training programs run) can also be done. The management policy supports periodic reviews of major functions.
• Decision Approvals Matrix: The policy may include a chart of what level of approval is needed for certain decisions:
  
  • E.g., Budget approval: Annual budget prepared by Treasurer/finance committee -> NCC approves -> Board ratifies.
  • Policy issuance: Draft by relevant team -> NCC approves -> if it affects legal matters maybe Board approval or at least Board informed.
  • Chapter formation: State committee can approve a city chapter formation -> inform national for record.
  • Disciplinary action on a member: City can warn, State can suspend locally, only National can expel from WDF entirely.
  • Having this clarity prevents both underlap and overlap of authority.
• Communication Flow: Management should maintain open communication lines. The policy likely states that important communications (directives, announcements) should flow in writing through official channels. Leaders must respond to communications from their peers or higher-ups in a timely manner. It discourages silo mentality – e.g. state committees should not hide issues from zone/national that could later blow up.
• Training of Management: Recognizing that some committee leaders are volunteers and may not have extensive management experience, WDF might provide orientation or training for them. E.g., a workshop for new State Heads on leadership and WDF procedures. The policy encourages knowledge sharing – e.g. older leaders mentoring new ones.
• Succession Planning: The management policy might touch on continuity. If a key leader steps down or is unable to serve (due to illness, etc.), there should be a plan (perhaps the Vice President steps in, or an interim appointment by the Board) so operations are not disrupted. Also grooming the next set of leaders is a part of management responsibility.
• Compliance and Ethics for Management: Those in management must particularly adhere to the highest standards of ethics since they set the tone. The policy reiterates that any misuse of position (like using WDF funds for personal use, or exerting influence for personal gain) will face strict consequences. It might mandate an annual disclosure of interests by top leaders to the Board to manage conflicts.
• Relationship with Board of Directors: Management (NCC and CEO) works under the oversight of the Board. The policy notes that certain matters must be escalated to the Board: e.g. any proposal to amend company bylaws, taking loans or major financial liabilities, high-value contracts, any legal settlements, etc., need Board approval. On the other hand, the Board should not micromanage – day-to-day is left to management. A good working relationship where Board provides guidance and approvals for big decisions, and management keeps Board informed, is emphasized.

The Management Policy ensures that leadership at all levels knows their mandate and limits, and fosters a culture of responsible decision-making. It complements the governance structure by formalizing who does what and how power is balanced with accountability.

5. Unified Code of Conduct

WDF’s Code of Conduct is a core document that applies to all individuals involved in the forum – including members (designers, models, others), employees, volunteers, committee members, and leadership. It encapsulates the fundamental principles of behavior and ethics that everyone must uphold. By having a unified code, WDF ensures a consistent standard of conduct in every aspect of its operations, from online interactions to physical events and internal management.

The Code of Conduct is built around key principles:

1. Respect and Dignity for All: Every person associated with WDF shall be treated with respect. Harassment, bullying, or discrimination of any kind are strictly prohibited. This means no derogatory remarks, no unwelcome sexual advances, and no disparagement based on gender, religion, caste, ethnicity, appearance, or any personal characteristic. Any aggressive, offensive, or disrespectful behavior – including threats, slander, or fraudulent conduct – will not be tolerated and is considered a breach of this Code. Everyone should contribute to an environment where creatives feel safe to express themselves. For example, when giving critique on a design, focus on the work, not personal attacks on the designer. During events, treat support staff (venue staff, junior volunteers) with the same respect as you would senior officials.
2. Integrity and Honesty: All WDF members and staff are expected to act with integrity. This involves being truthful in representations (no falsifying qualifications or plagiarizing work), honoring commitments, and being transparent. Designers should present only their own original work (as noted, plagiarism is a grave offense against integrity). Models should honestly communicate their availability and maintain professionalism. Employees should report accurate figures and information to management. If a mistake is made, come forward and help correct it rather than cover it up. Honesty also means acknowledging sources of inspiration and giving credit where due. Stealing ideas or taking undue credit violates the trust in our community.
3. Accountability and Responsibility: Every individual is accountable for their actions under WDF. This principle means owning up to one’s duties and mistakes. If you are a committee member, fulfill your role or appropriately delegate it. If you commit to delivering a task by a deadline, either meet it or inform stakeholders in advance if there’s a delay. Members are accountable to follow rules; leaders are accountable to enforce them fairly. Financial accountability is vital: handle any funds or resources entrusted to you with care, and report usage accurately. If someone witnesses wrongdoing, there is a responsibility to report it (or at least not be complicit). The Code encourages a culture where people do not shrug off responsibility (“not my problem”) – we all collectively uphold the forum’s values.
4. Professionalism and Excellence: Strive for excellence in your contributions to WDF while maintaining professionalism. This includes:
   
   • Quality of Work: Whether it’s a design submitted, a model’s performance, an article written, or an event organized, do it to the best standard possible. Keep improving your skills and help others improve.
   • Timeliness: Respect others’ time. Arrive on time for meetings, meet deadlines, and respond promptly to communications.
   • Etiquette: In all communications (emails, WhatsApp groups, social media), maintain polite and professional language. When representing WDF externally or wearing a WDF badge, be mindful that your behavior reflects on the whole organization.
   • Collaboration: Professionalism also means being a good team player. Be willing to collaborate, share knowledge, and give credit to team members. Avoid petty gossip or undermining colleagues.
   • Conflict Resolution: Handle conflicts or complaints with a constructive attitude. Avoid public outbursts or drama. Use the proper channels (as provided in policies) to resolve issues calmly.
5. Compliance with Laws and Policies: Every member of WDF must abide by the law of the land and the policies laid out by WDF. This means:
   
   • No engagement in illegal activities through WDF – e.g., fraud, piracy of software, or misuse of personal data.
   • Adhering to all WDF policies elaborated above: the Terms & Conditions, Privacy Policy, Legal Policy, Designer/Model guidelines, etc. The Code serves as a shorthand, but those detailed policies govern specific scenarios.
   • For employees and the company, obeying labour laws, tax laws, and other regulations is mandatory. For members, this might mean something as simple as not infringing copyrights or not violating venue rules at events.
   • If WDF introduces any specific rules (like COVID-19 safety rules at events, or dress codes), compliance is part of respecting the community and law (when those rules are tied to govt guidelines).
   • Example: If a government guideline requires masks at events, WDF’s code expects all to comply without argument, as it’s about safety and law.
6. Safeguarding and Confidentiality: All stakeholders should protect sensitive information and the well-being of others:
   
   • Data and Confidential Info: As mentioned, if you have access to confidential data (member lists, judging results before announcement, financial info), do not misuse or leak it. Also, respect others’ privacy – do not publicly share someone’s personal story or contact details without consent.
   • Safety and Well-being: Ensure your actions don’t endanger others. In event setups, follow safety instructions. Do not tolerate or initiate any form of sexual harassment or exploitation – instead, actively help maintain a safe environment. For those in leadership or senior positions, there’s an added duty of care towards juniors and participants.
   • No Substance Abuse: Avoid substance use that could put others at risk, especially in collaborative environments. Being intoxicated at a WDF function and causing discomfort to others would violate both professionalism and safety expectations of the Code.
   • Protecting WDF’s Interests: Do not do anything that intentionally harms WDF’s reputation or operations. For instance, spreading false negative rumors about WDF externally or sabotaging an event from within would breach loyalty and integrity aspects of the Code.
7. Fairness and Inclusion: WDF’s community thrives on diversity. All actions and decisions should be fair and free from bias. This applies to:
   
   • Selection Processes: When judging competitions, awarding opportunities, or hiring, decisions should be based on merit and predefined criteria, without favoritism or discrimination. If you are in a position as a judge or manager, adhere to fairness (and recuse yourself if you have a conflict).
   • General Interaction: Include others in discussions, don’t form cliques that exclude newcomers. Be open to differing viewpoints and creative styles. The Code calls for being inclusive – supportive of women in design, individuals from various regions, etc. Hate speech or exclusionary behavior is categorically against our values.
   • Transparency: Wherever possible, be open about how decisions are made (e.g., communicate how winners were picked to avoid any sense of unfairness, unless confidentiality is needed). Transparency builds trust, which is part of fairness.
8. Disciplinary Action: The Code of Conduct outlines that violations of these principles can lead to consequences appropriate to one’s role:
   
   • Members can face warnings or membership revocation.
   • Employees can face HR disciplinary processes up to termination.
   • Committee members or leaders can be removed from their positions by the appropriate authority.
   • Serious breaches may result in legal action if laws are broken (for example, harassment could lead to police complaints as per PoSH Act, plagiarism could lead to copyright infringement suits).
   • The Code isn’t just words – WDF will enforce it to protect the community. However, enforcement will be fair and after due inquiry. Minor first-time slips might be used as teachable moments, while willful or repeated misconduct will be dealt with firmly.

By agreeing to be part of World Designing Forum, every individual implicitly agrees to this Code of Conduct. It is more than a set of rules – it’s a commitment to uphold a culture that celebrates creativity while maintaining mutual respect, integrity, and legality. This unified code ensures that whether one is a volunteer model at a city fashion show or a national director in the head office, the expectations of conduct remain anchored to the same fundamental values.

Finally, the Code of Conduct is a living document – it may evolve as WDF grows and encounters new situations. But the core ideals of Respect, Integrity, Responsibility, and Fairness will always remain at its heart, guiding the World Designing Forum towards an ethical and inspiring community for all.