Foundation for Educational Exchange Between Canada and the USA

“THE INTEGRITY POLICY OF THE FOUNDATION SETS OUT THE FORMAL STEPS EMPLOYED BY THE FOUNDATION TO MONITOR AND ENFORCE THE CONFLICT OF INTEREST POLICY. ALL POLICIES ARE REVIEWED ON A REGULAR BASIS AND THE BOARD OF DIRECTORS APPROVES ANY CHANGES. INTEGRITY POLICY General Principles The Foundation for Educational Exchange between Canada and the United States of America (the Foundation) is a joint, bi-national program supported by the Department of Foreign Affairs and International Trade (Canada) and the United States Department of State. It provides grants to the best Canadian and American graduate students, faculty, professionals and independent researchers to conduct research, study or lecture in the other country. The following guidelines endeavor to create an atmosphere that encourages ethical conduct, without interfering with freedom of inquiry, and without causing unnecessary administrative burdens. The Foundation expects of its members (which include scholars, students, fellows, board members, staff and anyone formally affiliated with research performed on behalf of the Found-ation) the highest standards of ethical conduct in every aspect of research including applications, proposals, the research itself, reports and publications. The term "research" is broadly defined and is intended to include both scientific and non-scientific research. The highest standards of ethical conduct are jointly defined by the Foundation and the Foundation's partner institutions. The Foundation's partner institutions include (but are not limited to) Canadian and American degree-granting institutions and research institutes with independent and established policies on integrity in research and scholarship. Members are expected to comply with and are subject to the policies of their host institution (defined as the institution where the member is conducting research). The home institution and/or the Foundation provide a secondary source of policies that may be referred to in certain instances. Broadly speaking, members are expected to respect the most stringent guidelines as set out by all institutions directly and/or indirectly involved in their research. The Foundation holds its members responsible for upholding the following principles: .recognizing the substantive contributions of collaborators and students; using unpublished work of other researchers and scholars only with permission and with due acknowledgement; and using archival material in accordance with the rules of the archival source; . obtaining the permission of the author before using new information, concepts or data originally obtained through access to confidential manuscripts or applications for funds for research or training that may have been seen as a result of processes such as peer review; . using scholarly and scientific rigour and integrity in obtaining, recording and analysing data, and in reporting and publishing results; . ensuring that authorship of published work includes all those who have materially contributed to, and share responsibility for, the contents of the publication, and only those people; and, . revealing to sponsors, universities, journals or funding agencies, any material conflict of interest, financial or other, that might influence their decisions on whether the individual should be asked to review manuscripts or applications, test products or be permitted to undertake work sponsored from outside sources. Note: It is neither possible nor desirable to foresee or to define what constitutes ethical conduct in all circumstances. This policy leaves many such matters untouched, it does not, for example, apply to the question of whether a certain kind or line of research is itself ethical. Misconduct in research includes any deviation from the principles listed above. Proper ethical procedures can be encouraged by increasing awareness of ethical issues at the outset. Room for misunderstanding may be reduced by precision in the terms of an award. The Foundat”

“THE PERFORMANCE REVIEW PROCESS OCCURS ANNUALLY (BASED ON THE FISCAL YEAR) FOR ALL STAFF MEMBERS EXCEPT Dr. Michael Hawes, CEO. Dr. Michael Hawes, CEO, REVIEWS THE STAFF'S PERFORMANCE USING THE "ANNUAL PERFORMANCE REVIEW 2023" DOCUMENT. Dr. Michael Hawes, CEO, THEN RECOMMENDS A SALARY INCREASE TO THE BOARD WHO GIVE THE FINAL APPROVAL AT THEIR MEETING IN MAY (IN CONJUNCTION WITH THE NEW BUDGET FOR THE UPCOMING FISCAL YEAR). THE BOARD APPROVED A 3% SALARY INCREASE. IF A STAFF POSITION CHANGES (CHANGE IN RESPONSIBILITIES), Dr. Michael Hawes, CEO, ADJUSTS THE SALARIES ON A CASE-BY-CASE BASIS. Dr. Michael Hawes, CEO'S PERFORMANCE REVIEW PROCESS OCCURS ANNUALLY (BASED ON THE CALENDAR YEAR). THE CHAIR OF THE BOARD PERFORMS Dr. Michael Hawes, CEO'S PERFORMANCE REVIEW AND APPROVES ANY SALARY INCREASE. THE SALARY INCREASE IS NOT LIMITED TO THE 3% MAXIMUM FOR STAFF.”

“- governing documents: by written request - conflict of interest policy: on website (integrity policy) - financial statements: on website within the annual report”

“Working papers are prepared using supporting papers for the financial statements of the Foundation and submitted to KPMG as support to fill in the tax return. The completed return is reviewed and approved by Ava Kovats, Sr. Director, finance, Admin & HR. The forms are subsequently forwarded to the Chief Executive Officer who will sign and approve them. KPMG files the signed return with the IRS.”

“Other change in net assets, or fund balance. Killam endowment: in 2012, a contribution of 7,982,627 cad was received from the killam foundation for the endowment which is to provide on-going support and funding for the killam program through the use of investment revenue earned on the endowment. For august 31, 2024 year end, the change of net assets is due to the amount available for distribution as well as the unrealized gains on investments that was generated in the killam endowment fund.”