🦸‍♀️Rights & responsibilities as admin

👥 Admin Responsibilities Policy

Applies to: All collectives fiscally hosted by All For Climate Effective Date: June 2025 Owner: All For Climate ASBL Implementer: All For Climate Back Office supports person or team Reviewed: Annually or as needed Reference Documents:

• Cooperation Agreement

• Spending Money Guidelines

🎯 Purpose

This policy outlines the responsibilities of admins of collectives hosted by All For Climate (A4C). Admins play a vital role in managing their collective's finances, ensuring legal and ethical compliance, and acting as the bridge between A4C and the broader collective community.

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📌 Who is an admin?

An admin is any person listed with administrative rights on a collective’s Open Collective page. Admins:

• Represent the collective in financial and in communication matters in relation to A4C.

• Have the authority to manage expenses, budgets, and project funds.

• Are expected to uphold A4C’s values and legal framework.

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✅ Admin responsibilities

Admins of A4C-hosted collectives are expected to:

1. Maintain at least two active admins on the collective’s Open Collective page to ensure continuity and shared responsibility. We recommend to have more to share responsibility, have an equal gender balance and to change from time to time.

2. Sign the Cooperation Agreement with A4C. Any newly added admin must notify A4C and sign the agreement upon joining the admin team. There will also be another onboarding call to inform the admin about the platform, legal aspects etc.

3. Inform A4C of key changes, including:

   • Any change in the admin team.

   • If the collective becomes inactive or intends to close.

   • Any major initiative (such as grant applications).

4. Review and approve expenses, ensuring they:

   • Comply with A4C’s spending requirements.

   • Include proper documentation (receipts, invoices, etc.).

   • Are aligned with the collective’s purpose and mission.

5. Not approve their own expenses. Expenses must be reviewed by another admin to ensure financial transparency and avoid conflicts of interest.

6. Create projects on the collective page when receiving large grants or funding for specific initiatives, in order to manage budgets transparently.

7. Attend to deadlines and reporting requirements, especially for grants, donations with conditions, or time-limited activities.

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💬 Communication & participation

Admins are encouraged to:

• Contact A4C at any time at [email protected] for support, questions, or concerns.

• Attend A4C’s biannual community assemblies, where updates, decisions, and collective input are shared.

• Share suggestions and feedback to help improve A4C’s services and policies.

• Sign up for A4C’s newsletter to keep informed about the latest features of Open Collective and updates from A4C

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⚠ Accountability & values

As outlined in A4C’s values policy and legal agreement, admins are expected to:

• Act with transparency, respect, and integrity.

• Comply with applicable laws and use funds only for their collective’s mission.

• Cooperate with A4C in the event of a complaint, audit, or investigation.

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📝 Summary

Topic	Requirement
Minimum admins	At least 2 admins required
Notify A4C of changes	Yes (admin changes, inactivity, major updates)
Sign the Agreement	Yes (each admin must sign)
Expense review	Admins cannot approve their own expenses
Expense compliance	Must follow A4C spending guidelines
Project separation	Required for major funding or grants
Communication	Open line via [email protected]
Community involvement	Encouraged to join biannual assemblies, newsletter and offer suggestions