Member Contract / Code of Conduct

NCRA/ANREC Member Agreement and Code of Conduct 

Available in PDF here

Originally Approved October 26, 2020 at NCRA/ANREC AGM
Updated by Board of Directors, July 16 2026.

This code of conduct sets out the National Campus and Community Radio Association’s (NCRA/ANREC’s) expectations of Member Organizations. All NCRA/ANREC members must read and sign this code of conduct. This Member Agreement and Code of Conduct were originally approved on October 26, 2020, and remain in force as amended from time to time, including through Board-approved appendices that form part of this Agreement.

For clarity, individuals affiliated with a Member Organization (including staff, volunteers, programmers, or board members) are not members of the NCRA/ANREC, but may interact with the Association in accordance with this Agreement and its appendices.


1. Benefits of NCRA/ANREC Membership

As a member in good standing with the NCRA/ANREC, this Agreement entitles the member to far-reaching benefits that include funding streams, learning assets, collaborative discounts and more, as outlined in the NCRA/ANREC’s Membership Benefits and Value document. Membership benefits are subject to eligibility requirements, capacity, and applicable policies, and do not create an obligation on the NCRA/ANREC to intervene in internal station matters.

Specific programs, funding opportunities, events, platforms, consultations, or services may have separate eligibility criteria, licences, application terms, participation agreements, privacy notices, or codes of conduct.

Those terms supplement this Agreement and govern the specific activity to which they apply. They do not amend this Agreement or reduce rights provided by the By-laws or this Agreement unless the amendment is approved in accordance with Section 14.

2. NCRA/ANREC MEMBERSHIP

NCRA/ANREC membership is defined in s 1.10 (“Membership”) of the NCRA/ANREC’s by-laws, available at https://ncra.ca/by-laws/  

For this Agreement:

  • “Member Organization” means a corporation, cooperative, society, or other organization admitted to membership under the By-laws.
  • “Affiliated Individual” means a director, officer, employee, volunteer, programmer, contractor, or other individual acting through or associated with a Member Organization.

An Affiliated Individual is not personally a member of the NCRA/ANREC solely because of that affiliation and may not exercise membership rights unless designated or otherwise authorized under this Agreement or the By-laws.

References in this Agreement to a “Member Organization” or “station” mean a Member Organization operating a radio service and, where the context permits, include another type or class of Member Organization admitted under the By-laws.

MEMBERS MUST BE IN GOOD STANDING: To be in good standing, members must have either paid their annual fees in full during the previous membership year, or put down a $50 deposit for the year and pay the balance by March 31st of the next year. They must also not owe fees for past years. The NCRA/ANREC will contact members when dues are owed/past due.

MEMBERS MUST PAY THEIR FEES OR REQUEST AN ALTERNATIVE: All members must pay an annual membership fee, and upon paying, agree to the terms of this membership code of conduct. Failure to pay the membership fee in full without contacting NCRA/ANREC staff may result in suspension or expulsion from the association as per s 1.11.1 (“Discipline of Members”) of the NCRA/ANREC by-laws. If a member is unable to pay their membership fees, they must contact the NCRA/ANREC Executive Director, who will suggest potential solutions as permitted under the NCRA/ANREC’ s membership fees policy and process. 

MEMBERS MAY VOTE AND OTHERWISE PARTICIPATE: All members in good standing are encouraged to vote in the NCRA/ANREC’s annual general meeting and NCRA/ANREC byelections, provide feedback in the annual membership priority survey, obtain NCRA/ANREC services, and contribute to committee/volunteer work. 

SYSTEM OR PAYMENT INTERRUPTIONS: Temporary unavailability of an NCRA/ANREC website, payment platform, email system, or other service does not automatically cancel a Member Organization’s obligations under this Agreement.

Where an interruption materially prevents timely payment, renewal, notice, or another required action, the Member Organization must notify the NCRA/ANREC as soon as reasonably possible.

The NCRA/ANREC will provide a reasonable alternative method and may extend a deadline where appropriate, having regard to the duration and effect of the interruption.

3. MAINTAINING GOOD STANDING

The NCRA/ANREC will contact members when dues are owed/past due. Members who are 18 months overdue on payment are suspended from membership and will not have access to any services until they return to good standing.

Members who are 3 years overdue with payments will have their membership terminated. A station that has been terminated will have to submit a new application to re-join the NCRA/ANREC and address all previously owed fees.

4. MEMBERSHIP REPRESENTATION AND MATERIAL CHANGES

The Member Organization is a member of the NCRA/ANREC. Its board of directors or other governing body must appoint one individual as its Designated Representative.

The Designated Representative is authorized to:

  1. receive official membership communications;
  2. exercise the Member Organization’s voting rights;
  3. communicate positions authorized by the Member Organization; and
  4. administer the Member Organization’s participation in NCRA/ANREC activities.

The Designated Representative is accountable to the Member Organization’s board or governing body and does not have authority to bind the NCRA/ANREC.

The appointment or replacement of a Designated Representative must be provided in writing by an authorized officer or supported by evidence of a decision of the Member Organization’s board or governing body.

Until a formal appointment is received, the NCRA/ANREC may communicate with the chair, president, or equivalent officer as an interim contact. The Member Organization remains responsible for completing the formal appointment.

A Member Organization must promptly notify the NCRA/ANREC of a material change to:

  1. its legal name or legal status;
  2. its incorporation, not-for-profit, cooperative, or charitable status;
  3. its broadcasting licence, exemption, or primary service platform;
  4. its governance, control, or authorized representatives;
  5. its operating status, including a merger, prolonged cessation of operations, closure, or dissolution;
  6. its contact information; or
  7. its continuing eligibility for membership.

The NCRA/ANREC may request reasonable documentation to confirm membership eligibility, organizational authority, or representation.


5. HANDLING OF MEMBER INTERNAL DISPUTES AND LEGAL ISSUES
If an individual from a station approaches the NCRA/ANREC to request information, resources or support relating to an internal governance or other issue within that Member Organization (in good standing), the NCRA/ANREC staff, Regulatory Affairs Director, or a committee may provide general information, resources, or best-practice guidance to that individual. Information provided by the NCRA/ANREC is not legal advice. If there are potential legal issues, the NCRA/ANREC will recommend that they consult a lawyer for advice. 

The NCRA/ANREC is not liable for any steps Member Organizations take or do not take using the information it provides.


6. DISCLOSURE OF INTERNAL INFORMATION

When an individual affiliated with a Member Organization shares non-public information with the NCRA/ANREC, the information will be handled confidentially and disclosed only to persons who reasonably require it to respond, obtain advice, make a decision, or fulfill an organizational obligation.

The NCRA/ANREC will not automatically disclose the information to the Member Organization’s Designated Representative, board or governing body, another Member Organization, or another individual or organization.

Confidentiality will be protected to the greatest extent reasonably possible but cannot be guaranteed. The NCRA/ANREC may disclose information:

  1. with the consent of the person who provided it;
  2. where disclosure is required by law, court order, regulator, insurer, funder, or contractual obligation;
  3. where reasonably necessary to address a credible risk of serious harm, criminal activity, harassment, discrimination, a cybersecurity incident, or another urgent safety concern;
  4. where reasonably necessary to obtain legal or other professional advice; or
  5. where reasonably required to fulfill the NCRA/ANREC’s governance, complaint-resolution, insurance, regulatory, contractual, or legal obligations.

Only information reasonably necessary for the purpose will be disclosed. Where lawful and reasonably practicable, the NCRA/ANREC will tell the person who provided the information before disclosure and explain the general reason for the disclosure.

Information may be documented and retained in accordance with Appendix A, the Privacy Policy, and the Document Storage Policy.

The NCRA/ANREC does not investigate or determine responsibility for an internal Member Organization matter, except where the matter falls within an NCRA/ANREC policy governing the Association’s own personnel, events, programs, services, platforms, or resources.

7. USE AND SHARING OF MEMBER CONTACT INFORMATION

The NCRA/ANREC collects and maintains contact information for member organizations and their Designated Representatives to administer membership, design and deliver programs and services, and facilitate communication within the campus, community, and Indigenous broadcasting sectors.

The NCRA/ANREC may use member contact information for purposes including, but not limited to:

  • communicating about membership matters, governance, and elections;
  • administering programs, services, funding initiatives, or training opportunities;
  • coordinating sector initiatives, consultations, or collaborative projects;
  • distributing information relevant to community broadcasting.


Where reasonably necessary to deliver programs or services, the NCRA/ANREC may share limited and publicly available contact information for a member’s Designated Representative with trusted partners, contractors, or program administrators. Such sharing will be restricted to what is reasonably necessary for the purpose of administering the relevant activity or service.

Otherwise, the NCRA/ANREC will not disclose member contact information or other sensitive information without prior notification to the member’s Designated Representative, except where disclosure is required by law or necessary to prevent serious harm. Advance notice will identify the purpose of the disclosure and the type of information to be shared, which may include the member organization’s name, the name and role/title of the Designated Representative, professional contact information used for association purposes (such as an organizational email address or phone number), the station’s location (city/province/territory), language of service, broadcast platform or media type, and participation in specific NCRA/ANREC programs, committees, or sector initiatives. Personal contact details, internal governance matters, financial information, or other sensitive operational information will not be disclosed without consent unless required by law.


The NCRA/ANREC will not sell, rent, or distribute member contact information to third parties for commercial marketing purposes.

8. ACCESS TO AND USE OF MEMBER RESOURCES

The NCRA/ANREC may provide Member Organizations with resources, templates, recordings, data, platforms, funding information, contact information, training materials, or other materials subject to access, copyright, licensing, confidentiality, privacy, or program-specific conditions.


Resources may be identified as:

  1. Public: resources that may be used and shared publicly;
  2. Member-Shareable: resources that may be used and shared within the Member Organization but may not be distributed outside it,
  3. Licensed: resources that may be used only in accordance with the licence or terms identified by the NCRA/ANREC; or
  4. Restricted: resources that may be accessed or used only by persons expressly authorized by the NCRA/ANREC.

The Designated Representative may identify additional directors, staff, volunteers, programmers, or contractors who require access for the Member Organization’s work, subject to applicable NCRA/ANREC platform and program rules. The Member Organization is responsible for access provided to those individuals and must promptly request removal of access when it is no longer required.

Member Organizations and authorized users must not:

  1. Share usernames, passwords, authentication codes, or private access links;
  2. Provide resources to unauthorized persons or use them outside the terms identified by the NCRA/ANREC;
  3. Remove copyright, confidentiality, attribution, licensing, or access notices;
  4. Upload restricted resources, personal information, confidential information, or non-public information about a Member Organization to an external artificial intelligence system or other third-party service unless the disclosure is authorized, necessary for an approved purpose, and consistent with applicable privacy, copyright, confidentiality, and data-security requirements; or
  5. Use NCRA/ANREC materials to train, fine-tune, test, or build an artificial intelligence system without prior written authorization from the NCRA/ANREC.

A Member Organization must promptly report any suspected unauthorized access, disclosure, loss, or misuse of NCRA/ANREC resources or systems.

The NCRA/ANREC may suspend or revoke access where reasonably necessary to protect information, systems, Member Organizations, contractual rights, or the integrity of an NCRA/ANREC program or service.

9. COMMUNICATION BETWEEN MEMBERS AND THE NCRA/ANREC

This section addresses information flowing from the NCRA/ANREC to members (through their Designated Representative); information flowing from the members (from their Designated Representative) to the NCRA/ANREC; and communication between people in both groups (not necessarily Representatives).

The Designated Representative must maintain an active organizational email address and is responsible for bringing material membership notices to the attention of the Member Organization’s board or governing body via the NCRA-Members or the noreply-list.

The NCRA/ANREC may send essential membership communications, including communications concerning:

  1. membership fees, renewal, or good standing;
  2. governance, meetings, elections, or voting;
  3. amendments to this Agreement or other applicable policies;
  4. administration of a program or service in which the Member Organization participates;
  5. safety, security, privacy, or system incidents;
  6. complaints, restrictions, or disciplinary matters; and
  7. legal or regulatory requirements.

A Member Organization may not opt out of essential membership communications while it remains a member. A recipient may unsubscribe from optional newsletters, promotional messages, and other non-essential communications using the method provided in the communication.

As noted in section 3, members may designate a Designated Representative to communicate with the NCRA/ANREC staff or board on official matters. It is the responsibility of the member to inform the NCRA/ANREC if their Designated Representative changes, or if any other contact information changes. The NCRA/ANREC cannot be held responsible for loss of communication with the member if the member did not update this contact information.

COMMUNICATION WITH NCRA/ANREC STAFF AND BOARD: Members are encouraged to be responsive to communication from NCRA/ANREC staff. Staff will endeavour to be available to members, answer their questions, and assist them. Communication with NCRA/ANREC staff must be courteous and respectful.

NCRA/ANREC staff are generally available from 9am – 5 pm EST, Monday to Friday, excluding statutory holidays, and are generally unavailable outside those hours. Email or phone is the best way to communicate with staff. Informal channels such as social media messaging platforms are not considered official communication channels unless explicitly agreed to in advance. It is not appropriate for Member Organizations to contact staff at home, on social media, or outside these hours unless the staff member has previously consented to be contacted that way. 

Staff can be contacted through the staff page at ncra.ca

Member representatives can contact the NCRA/ANREC Board of Directors at the NCRA/ANREC [email protected] email address. It is not appropriate for Member Organizations to contact board members without a prior arrangement. Directors will endeavour to respond within 72 hours.

Repeated or inappropriate contact outside established channels may be treated as a conduct issue under this Agreement.

Further guidance on confidentiality, notification, and handling of concerns is set out in the Member Guidance and Support Policy (Appendix A).

REPRESENTATION OF THE NCRA/ANREC
A Member Organization may accurately state that it is a member of the NCRA/ANREC.

Neither a Member Organization nor an Affiliated Individual may:

  1. state or imply that they speak for, act as an agent of, or are authorized to bind the NCRA/ANREC;
  2. attribute a position, endorsement, approval, or commitment to the NCRA/ANREC that has not been authorized;
  3. use the NCRA/ANREC’s name, logo, letterhead, trademarks, or other brand assets in a misleading manner or contrary to published conditions; or
  4. present internal, draft, confidential, or members-only information as an official public position of the NCRA/ANREC.

Written authorization is required for any representation beyond accurately describing membership or participating in an approved NCRA/ANREC activity.

10. HARASSMENT & COMPLAINTS:
Formal complaints alleging harassment, discrimination, retaliation, interference with a complaint process, or related misconduct arising from NCRA/ANREC-managed events, programs, projects, committees, services, digital platforms, or related communications must be submitted in writing to the NCRA/ANREC Equity Officer at [email protected] and/or the Executive Director at [email protected], in accordance with the NCRA/ANREC Harassment and Complaints Policy (2024), as amended from time to time.

A complainant may appoint a third party to assist or act on their behalf. Concerns may also be raised by a third party in accordance with the Harassment and Complaints Policy.

The Harassment and Complaints Policy governs the receipt, assessment, mediation, investigation, determination and appeal of complaints within its scope, including corrective measures relating to an individual’s participation in NCRA/ANREC activities.

Where the outcome of a complaint may provide grounds for separate disciplinary action against a Member Organization, any suspension or expulsion of the Member Organization will be considered under Section 13 of this Agreement.

This process applies to conduct related to NCRA/ANREC-managed activities and does not replace a Member Organization’s internal complaint processes or any external legal, regulatory, human rights, or other remedy available to an individual.

11. PRIVACY

Information that NCRA/ANREC collects about members or individuals associated with a Member Organization will be retained and used responsibly. Further information can be found in the NCRA/ANREC’s Privacy Policy & Document Storage Policy, as approved by the Board of Directors and amended from time to time.  

12. LEAVING THE NCRA/ANREC

Organizational Members may cancel their membership in the NCRA/ANREC at any time. To do so, they must submit a signed letter and their approved board minutes associated with the decision to the NCRA/ANREC’s Executive Director. Member fees already paid for the current year will not be refunded upon cancellation of membership. 


13. DISCIPLINARY ACTION PROCESS

This section applies only to disciplinary action against a Member Organization, including a warning, a corrective requirement, a restriction of member services, a suspension of membership, or expulsion.

It does not govern complaints, investigations, findings, corrective measures, or appeals concerning an individual under the NCRA/ANREC Harassment and Complaints Policy or another policy that establishes a specific complaint or investigation process.

Where conduct falls within the scope of the Harassment and Complaints Policy, that Policy governs:

  1. the receipt and assessment of the complaint;
  2. mediation or other informal resolution;
  3. notice to and response from the individual respondent;
  4. investigation and findings;
  5. corrective or protective measures applying to an individual; and
  6. any appeal concerning the complaint outcome.

Where the final outcome of a process under the Harassment and Complaints Policy may also provide grounds for action against a Member Organization, the Board may begin a separate process under this section.

A complaint or finding involving an individual affiliated with a Member Organization does not, by itself, constitute grounds for discipline of the Member Organization. Any action against the Member Organization must have a separate basis under the By-laws, this Agreement, or another applicable written policy.

In the event of a procedural conflict, the Harassment and Complaints Policy governs the complaint and any action directed at an individual, while this section governs any separate consequence affecting the Member Organization’s membership.

Full details are outlined in the NCRA/ANREC Harassment and Complaints Process.

14. AMENDMENTS, NOTICE, AND ACKNOWLEDGEMENT
This Agreement may be amended only in accordance with this section.

A material amendment affecting membership eligibility, member rights or obligations, privacy, access to or use of information, discipline, suspension, expulsion, or termination must be approved by the members in accordance with the By-laws.

The Board of Directors may approve:

  1. non-material administrative, formatting, contact-information, procedural, or implementation changes;
  2. corrections that do not alter the meaning of the Agreement; and
  3. an appendix or procedure where this Agreement expressly delegates that authority to the Board.

A Board-approved change must not materially alter member rights or obligations and must be consistent with the By-laws and this Agreement.

The NCRA/ANREC will normally provide at least 30 days’ written notice of a material amendment. The notice will include:

  1. a summary of the amendment;
  2. the date and method of approval;
  3. the effective date; and
  4. a link to or copy of the amended document.

A change required to comply with a law, regulation, insurance requirement, contract, or an urgent safety or security requirement may take effect sooner. Members will be notified of such a change as promptly as reasonably possible.

The current version of this Agreement and its amendment history will be made reasonably available to Member Organizations.

Each Member Organization must acknowledge the current version of this Agreement through its Designated Representative when admitted to membership and as part of the annual membership renewal process. An amendment approved and communicated in accordance with this section applies from its effective date, subject to the By-laws.

APPROVAL PROCESS
Original approval: October 26, 2020 (Members at a meeting of members)

Approved by the Policy Committee to be sent to the Board of Directors: June 30 2026.

Approved by the Board of Directors: July 16 2026

———————-


Member Agreement

I have read all clauses in this Member Agreement and Code of Conduct, and in the appendix, and agree to abide by them.

I understand that all members are encouraged to participate in NCRA/ANREC’s annual AGM & membership survey and to have at least one representative on the NCRA/ANREC membership listserv (General or noreply list). 

I agree that the NCRA/ANREC may send my station communication messages via e-mail or mail, and a monthly newsletter, in accordance with CASL requirements.  I agree that the NCRA/ANREC may send essential membership communications to the organizational contact information provided by the Member Organization. I understand that I may unsubscribe from optional newsletters or promotional messages, but not from essential membership, governance, billing, safety, security, legal, complaint, or disciplinary notices while the organization remains a member.

I am signing this document as the official Designated Representative or by written notice from the Board of Directors of the station.

Please download and complete the form, or sign by paying your membership dues via our official payment platforms.

Name of Organization: 

Position Held at Organization: 

Printed Name:

Signature: 

Date:

Appendix A – Member Guidance and Support Policy

1. Purpose of this Appendix

This Appendix clarifies the scope, limits, and process for guidance and support provided by the NCRA/ANREC to:

  • Member Organizations
  • Individuals affiliated with Member Organizations, including staff, volunteers, programmers, and board members (“Affiliated Individuals”)

It is intended to ensure consistency, fairness, transparency, and risk management while respecting the autonomy of Member Organizations and the governance authority of their boards.

2. Nature of Guidance Provided

Before substantive, non-urgent guidance is provided, the NCRA/ANREC will normally explain the nature and limits of its relationship with the Member Organization and may provide the Standard Response included at the end of this Appendix. An acknowledgement will be requested where reasonably practicable.

The absence of an acknowledgement does not prevent the NCRA/ANREC from:

  1. receiving or preserving information;
  2. providing immediate safety or referral information;
  3. directing an individual to an internal or external complaint mechanism; or
  4. responding to an urgent harassment, discrimination, privacy, cybersecurity, legal, regulatory, or safety concern.

The NCRA/ANREC may provide general guidance, information, and capacity-building support, including but not limited to:

  • Governance best practices
  • Policy templates and examples
  • Regulatory information and interpretation
  • Conflict-resolution frameworks
  • Training, education, and resource referrals

All guidance provided by the NCRA/ANREC:

  • Is informational and educational in nature
  • Does not constitute legal, financial, human-resources, or professional advice
  • Does not replace the authority of a Member Organization’s board of directors

Where appropriate, the NCRA/ANREC may recommend that an individual or station seek independent legal, professional, or regulatory advice.

Training, templates, regulatory summaries, interpretations, policy examples, and other resources provided by the NCRA/ANREC are educational and reflect the information reasonably available at the time they are prepared or delivered.

They do not guarantee legal or regulatory compliance, funding eligibility, organizational outcomes, or continued accuracy. Requirements and circumstances may change after a resource is prepared.

Each Member Organization remains responsible for confirming current requirements and obtaining legal, financial, human resources, regulatory, technical, or other professional advice, where appropriate.

Access to resources on the NCRA/ANREC members-only website or other restricted platforms is governed by Section 8 of the Member Agreement and the Code of Conduct. Access may be provided to the Designated Representative and to additional individuals authorized in accordance with that section.

3. What the NCRA/ANREC May Not Do

To protect both the Association and its members, the NCRA/ANREC will not:

  • Intervene directly in internal station disputes
  • Direct or override decisions of a Member Organization’s board or management
  • Act as an advocate for one internal party against another
  • Issue binding interpretations of law or regulation
  • Investigate internal matters on behalf of a station
  • Enforce internal station policies

The NCRA/ANREC does not act as an arbitrator, ombudsperson, or regulator for Member Organizations.

However, the NCRA/ANREC also offers consultation services to assist stations in addressing specific concerns. See our website for more information.

Paid or formally scoped consultation services are separate from informal member guidance provided under this Appendix.

Such services require a written agreement or approved scope identifying, as applicable:

  1. the parties;
  2. the purpose and deliverables;
  3. fees or funding arrangements;
  4. confidentiality and records requirements;
  5. limitations on the service;
  6. reporting relationships; and
  7. decision-making authority.

Unless a written agreement expressly provides otherwise, the NCRA/ANREC remains an adviser and does not assume management, governance, employment, investigative, adjudicative, or decision-making authority for the Member Organization.

4. Requests from Affiliated Individuals

Affiliated Individuals may contact the NCRA/ANREC directly to request information or guidance.

In such cases:

  • The NCRA/ANREC may provide general information and resources
  • The interaction does not create a formal advisory or representative relationship
  • The NCRA/ANREC does not assume responsibility for outcomes resulting from the information shared

Requests from Affiliated Individuals are handled with care, neutrality, and discretion.

5. Confidentiality and Information Handling

Information shared by an individual affiliated with a Member Organization will be handled in accordance with Section 6 of the Member Agreement and Code of Conduct.

Access within the NCRA/ANREC will be limited to staff, directors, contractors, advisers, or other persons who reasonably require the information for an authorized purpose.

No representative of the NCRA/ANREC should promise absolute confidentiality.

6. Notification of Member Organizations

As a general principle, the NCRA/ANREC does not automatically notify a Member Organization’s Designated Representative, board, or governing body when an individual affiliated with that organization requests guidance.

Notification may be considered where:

  1. the individual requesting guidance consents;
  2. there is a credible risk of serious harm;
  3. there is significant legal, regulatory, contractual, governance, or cybersecurity exposure;
  4. notification is reasonably necessary to fulfill an NCRA/ANREC complaint, governance, insurance, or legal obligation; or
  5. notification is otherwise authorized under Section 6 of the Agreement.

A decision to notify a Member Organization will:

  1. be made by the Executive Director or an authorized senior designate;
  2. be documented internally;
  3. be limited to information reasonably necessary for the purpose; and
  4. where lawful and reasonably practicable, be communicated in advance to the individual who originally provided the information.

7. Handling of Allegations and Serious Concerns

Where a concern involves alleged illegal activity, harassment, discrimination, serious governance failure, regulatory non-compliance, cybersecurity, or safety, the NCRA/ANREC may:

  1. provide immediate safety or referral information;
  2. encourage the individual to use an appropriate internal or external complaint mechanism;
  3. recommend independent legal, regulatory, human-resources, or other professional advice;
  4. seek legal or other professional advice on the NCRA/ANREC’s own obligations;
  5. preserve relevant information in accordance with applicable policy;
  6. refer information to an authority or regulator where required or permitted; or
  7. decline or limit further involvement where continuing would create a legal, ethical, safety, or conflict-of-interest concern.

Except where required under a policy governing the NCRA/ANREC’s own activities, the NCRA/ANREC will not investigate the internal matter, determine credibility, or make findings of fault on behalf of the Member Organization unless contracted under the NCRA/ANREC Consultation Services.

8. Documentation and Internal Tracking

For accountability, continuity, risk management, and institutional memory, the NCRA/ANREC will create and retain an appropriate internal record of material requests for guidance and of any related decision to disclose information, notify a Member Organization, make a referral, decline further involvement, impose a restriction, or escalate a concern.

The record will normally include, as applicable:

  1. the date and general source of the request;
  2. the general nature of the request or concern;
  3. the information or guidance provided;
  4. any referral, disclosure, notification, or follow-up action;
  5. the person responsible for the decision;
  6. the general reasons for the decision; and
  7. any consent, notice, restriction, or condition associated with the decision.

Records created under this section:

  1. will be treated as confidential, and access will be limited to persons who reasonably require the information;
  2. will be stored and retained in accordance with the NCRA/ANREC Privacy Policy and Document Storage Policy;
  3. will not ordinarily form part of the Member Organization’s own corporate or personnel records; and
  4. may be disclosed where reasonably required for governance, complaint resolution, legal or professional advice, insurance, regulatory compliance, contractual compliance, or as required by law.

Records will contain only the personal or confidential information reasonably necessary for the purpose for which they are created.

9. No Liability

The NCRA/ANREC is not liable for actions taken or not taken by:

  1. Member Organizations
  2. Affiliated Individuals
  3. Boards, staff, or volunteers

based on guidance, information, or resources provided by the Association.

10. Relationship to Other Policies

This Appendix should be read alongside:

  1. The NCRA/ANREC Member Agreement and Code of Conduct
  2. The Harassment and Complaints Policy
  3. The Privacy Policy
  4. The By-laws of the Corporation
  5. Document Storage Policy

In the event of a conflict, the By-laws prevail. The Member Agreement and Code of Conduct prevail over this Appendix or a Board-approved administrative procedure unless the Agreement expressly provides otherwise. Program-specific terms apply only to the activity they govern and do not amend this Agreement unless approved in accordance with Section 14.

Standard Response – Member Guidance Reference

Thank you for reaching out to the NCRA/ANREC. We appreciate you taking the time to raise this and to seek guidance.

As outlined in the NCRA/ANREC Member Guidance and Support Policy (Appendix to the Member Agreement and Code of Conduct), the Association can provide general information, resources, and best-practice guidance to support Member Organizations and Affiliated Individuals. This guidance is informational and intended to support capacity-building, not to intervene in or direct internal station decision-making.

In keeping with this policy, the NCRA/ANREC is not able to take on an advocacy, investigative, or adjudicative role in internal matters, nor can we provide legal or professional advice. Where appropriate, we may suggest external resources or recommend that individuals or stations seek independent advice.

We are, however, happy to share relevant general resources, policy examples, or training materials that may be helpful, and to clarify how similar issues are commonly approached across the sector.

[Optional – when appropriate:]
To ensure fairness and consistency, the NCRA/ANREC also handles these inquiries with discretion and does not automatically notify Member Organizations or representatives unless specific thresholds outlined in the policy are met.

If you would like us to point you toward general resources or learning opportunities related to this topic, please let us know, and we would be glad to assist. Some resources and learning opportunities are available through the NCRA/ANREC members-only website. Access is provided to the Designated Representative and to any additional users authorized in accordance with Section 8 of the Member Agreement and Code of Conduct.

Cheers,
Barry
—or—
NCRA/ANREC Staff