Our Code Of Honour:

The NGO quality

Assurance Certification
Mechanism (QuAM)

Part 1: What the QuAM is and How it works

The NGO QuAM Working Group
September 2006
Our Code Of Honour : T h e N G O q u a l i t y A s s u r a n c e C e r t i f i c a t i o n
1 What is the NGO Quality
Assurance Mechanism?
The NGO Quality Assurance Mechanism (QuAM) has been
developed for and by non-governmental organisations
(NGOs) working in Uganda. It is the result of a
participatory process, with wide consultations
throughout the sector at national and regional levels,
through meetings, newspaper inserts and electronic
means. The QuAM was formally approved at a meeting
attended by a cross-section of NGOs in Kampala on 20
September 2006.
l NGO Quality Assurance aims at promoting the
adherence by Civil Society Organisations to
generally acceptable ethical standards and
operational norms.
l It sets principles and standards of behaviour
for responsible practice, to protect the
credibility and integrity of certified NGOs and
their networks in Uganda.
The QuAM has been specifically developed for what is
known in our country as ‘NGOs’ and ‘NGO networks.’ A
network is defined as a network of non-governmental
organisations, that is registered with the NGO Board or
district authorities, and that brings together other
organisations and/or individuals as its members. Loose
coalitions and temporary alliances are not included,
although quality standards may apply to their constituent
NGOs. A community-based organisation (CBO) or other
type of civil society organisation may also seek
certification, or use any of the standards that form part
of the certification requirements, in any way it sees fit. It
is hoped to develop alternative versions for other civil
society organisations, such as CBOs, in due course.
Obtaining an NGO Quality Assurance Certificate is not a
legal requirement (contrary to NGO registration) but, once
issued, the provisions of a Certificate are binding on the
certified NGO. The QuAM goes beyond any single existent
code of conduct (such as those currently operated by
networks and other ‘apex’ NGOs); it is based on clearly
defined Quality Standards and sets out implementation
modalities, including sanctions in the case of any breach.
NGO certification is not unique to Uganda and where
useful, other experiences have informed its development.
The QuAM will be reviewed and amended where
Mechanism (QuAM)
necessary, after an initial period of implementation.
Further information on the QuAM, including detailed
procedures, can be found in the Implementation
Guidelines, and the Quality Standards leaflet, copies of
which are available at every District Quality Assurance
Certification office, c/o the District NGO Forum or
Network.
2 The NGO Quality Assurance
Certificate
An ‘NGO Quality Assurance Certificate’ is issued to a
candidate NGO that has met the laid-down requirements
by the National Certification Council (see below).
There are three certification levels: provisional
certificate, certificate and advanced certificate. The
Provisional Certificate is for NGOs that are of recent
creation and meet only selected minimum quality
standards. These NGOs are expected to apply for full
certification after one year. The full Certificate is issued
when all minimum quality standards have been met.
These must be respected by a certified NGO (or NGO
network) at all times. The Advanced Certificate is issued
to an NGO that has met all minimum standards, as well as
all standards for improvement. These standards for
improvement can also be used as future targets for NGOs
that meet the minimum standards, or to rate more
‘experienced’ NGOs at the outset.
The validity of a Certificate is for an initial period of 2
years. Upon application, and provided renewed
assessment is successful, an NGO will thereafter be
issued a certificate for consecutive periods of 3 years.
This is a learning and self-improvement scheme; we
expect a candidate NGO to have reached increasingly
demanding, but mutually agreed, performance standards
for every period.
To make the QuAM sustainable and internally driven, a
small charge is levied to cover operational and
administrative costs at the district level. A Certificate
can only be obtained if the candidate NGO has paid the
required fee. This fee is non-refundable.
A Certificate can be revoked if the agreed standards are
breached in a way that will endanger the credibility of an
NGO or the sector (e.g. diversion of resources, lack of
accountability, engaging in corrupt practices, etc.) The
District Committee (see below) has powers to recommend
Our Code Of Honour : T h e N G O q u a l i t y A s s u r a n c e C e r t i f i c a t i o n
revoking a certificate to the National Council. The Council
may then demand its return, if it is satisfied that such a
breach has occurred. While every attempt has been made
to reduce any risk of influence peddling, and while
feedback will be given to any NGO whose certificate has
been revoked or whose application for a certificate has
been rejected, an aggrieved party may seek redress from
the District Committee and, if need be, appeal to the
National Council to have a decision reviewed.
3 Eight reasons to obtain an NGO
Quality Assurance Certificate
The NGO sector in Uganda has grown rapidly and is
increasingly recognised as an important player in our
country’s well-being. But this growth is not without its
problems: sometimes we are embarrassed by some of
our failings, sometimes we see unethical behaviour in
our sector; sometimes we are open to accusations and
do not have any instrument to respond. It is in the light
of this that NGOs in Uganda have decided to develop and
implement the QuAM. If your organisation obtains a
Quality Assurance Certificate, it will:
1. Enhance its credibility. One of the ambitions of
NGOs is to defend the rights of our fellow citizens. To
do so, one must adhere to the highest ethical
standards and best possible practices. With the
QuAM, we aim to ensure that the credibility of NGOs
is widely recognised in the eyes of the public,
Government, and other stakeholders. As the public
gains confidence in the certification mechanism, we
anticipate that Quality Assured NGOs will be identified
as partners of trust.
2. Enhance its legitimacy Given the doubts that
sometimes surround the legitimacy of NGOs, you may
wish to re-assert the ‘bona fide’ character of your
organisation. We anticipate that the QuAM will
become widely recognised as a ‘seal of approval’ for
NGOs working in Uganda.
3. Enhance protection and autonomy. To work
effectively, the freedom of action of NGOs (as
guaranteed by our Constitution) must be respected,
especially by Government. If NGOs are seen as
trustworthy, effective organisations, they are better
able to secure their necessary freedom of operation.
By enhancing your organisation’s credibility and
Mechanism (QuAM)
profile, you will also be better placed to defend its
interests against any pressure or manipulation.
4. Contribute to better cohesion amongst NGOs.
By working together to develop standards of good
practice, by sharing and applying these standards
across the sector, we expect enhanced cohesion
amongst NGOs, reducing the competitive pressures
that often undermine unity. In particular, the
Certification mechanism will strengthen district NGO
networks and fora.
5. Help to constantly improve performance. We
realise that, as NGOs, we shall never be perfect, but
we can strive towards perfection. The QuAM has been
designed to promote constant improvement, so that
we become more effective, more efficient, and better
learners. Every two or three years, new standards of
achievement will sharpen your organisational
ambitions.
6. Learn from examples. You may wish to learn from
those NGOs that are setting high standards in your
local community. Quality Assured NGOs will set a trend
for us all to follow.
7. Enhance accountability. As NGOs, we are
accountable to the general public, to our members,
to our local and external donors, to our government.
The QuAM will help us enhance our accountability to
these parties.
8. Raise profile. Having an NGO Certificate will signal
to the public that you belong to a genuine, recognised
group of voluntary organisations, striving to adhere
to high ethical and operational standards and to
constantly improve your performance. The list of
certified NGOs may be published from time to time. A
Certificate may help your organisation gain support
from potential sources of assistance (local
governments, the general public, other donors, etc).
4 The National NGO Quality
Assurance Certification
Council.
A National Certification Council, a body jointly appointed
by DENIVA, NGO Forum and other national networks (but
operating independently from them), oversees the QuAM
Our Code Of Honour : T h e N G O q u a l i t y A s s u r a n c e C e r t i f i c a t i o n
and is established solely for this purpose. The Council
issues an Annual Report, and reports to DENIVA, NGO
Forum and other national networks. It is funded
independently of the district committees, through
contributions from the NGO Forum, DENIVA, donor
agencies and other well-wishers.
The NGO Quality Assurance Certification Council issues
the Quality Assurance Certificates, upon
recommendation from the relevant District Quality
Assurance Committee. The National Council also acts as
the ‘keeper of the QuAM; it monitors its implementation,
keeps the required records, sensitises and trains the
district committees. It revises Quality Standards as and
when necessary, withdraws certificates from errand
NGOs, and hears complaints from any aggrieved NGO.
The Council collaborates with other relevant bodies, such
as the NGO Registration Board, the Office of the Prime
Minister, the office of the IGG, and other professional
bodies.
After an interim one-year period (to allow for
preparations and elections), the Council will consist of 7
members, of whom at least one-third are women: 1
representative nominated by the national NGO Forum, 1
by DENIVA, 1 representative elected by national thematic
networks, 2 representatives selected from District NGO
networks, and 2 respected and independent persons
with extensive knowledge of civil society, one of whom
chairs the Council. Members are appointed in their
individual capacity, for a three-year term, renewable
once.
5 The District Quality Assurance
Certification Committee
The district committee is initially composed of 5 voluntary
members, of whom at least one third are women. It is
entirely composed of representatives from civil society,
respected figures in the district nominated and
recommended by the NGO district network/forum at a
meeting open to all network members. Members are
appointed for a three-year term, renewable once, at a
special meeting of executive committees of all district
NGO networks/fora and endorsed by the National Council.
To avoid any conflict of interest, no NGO district network
member or representative and no representative of a
candidate NGO (or intending candidate NGO) sits on the
Committee.
Mechanism (QuAM)
Besides recommending NGOs for certification to the
National Council, a District Committee may also
recommend to the National Council that a Certificate be
revoked, should a certified NGO flout the agreed
standards. Such revocation will be publicised, to protect
the public and other stakeholders. The Committee is also
expected to sensitise the NGO community on Certification
and its benefits, and may recognise ‘good performers’ in
ways it sees fit, such as by regularly publishing a list of
certified NGOs in the district. It may also organise
‘learning days’ where NGOs can share experiences
arising from the certification process.
While the District Quality Assurance Committee may be
supported administratively by the district NGO Forum or
Network, it operates independently and is funded through
the collection of certification fees. The Committee reports
to the executive committees of district networks. Where
two or more districts prefer to work together, they are at
liberty to have one District Committee to vet NGOs
operating in these several districts.
6 The NGO quality standards
Quality standards stand at the heart of the certification
mechanism. A quality standard is a defined benchmark
or target that an organisation promises to adhere to.
There are standards to be met for each certification level
(provisional certificate, certificate and advanced
certificate). There are altogether 59 standards: 32
minimum standards (including 18 standards for start-up
NGOs) and 27 standards for further improvement.
Standards are classified under (A) the NGO as an
organisation, (B) NGO programmes/activities and (C)
Further improving our performance. A separate
publication is available listing and explaining all QuAM
standards.
7 Public and ‘beneficiary’
vetting
As part of the Certification process, the District Quality
Assurance Committee will seek the views of the public,
especially in the area of operation of the candidate NGO,
in ways it sees as appropriate. This ‘public’ may be
communities served by an NGO, its membership, its
constituencies or other stakeholders, as in the case of
organisations engaged in advocacy work.
Our Code Of Honour : T h e N G O q u a l i t y A s s u r a n c e C e r t i f i c a t i o n Mechanism (QuAM)

Public vetting is done by informing the ‘public’ that the
NGO in the area is seeking certification and by soliciting
views, such as at a meeting at the local sub-county
headquarters, through written comments or by
interviewing whomever the Committee deems
appropriate. This will also provide an opportunity for
NGOs and other civil society organisations, LCs, local
Government, donor representatives, etc. working in the
area to send comments to the District Committee, if they
so wish. This information will be used in confidence by
the Committee.
The certification mechanism has nine steps:
1. The candidate NGO applies for a Certificate: an application form is
obtained from the District Committee. This includes an annex: the QuAM
assessment form.
2. The candidate NGO pays the prescribed fee. The District Committee
may, at the NGO’s request, issue a letter to the candidate, certifying
that the certification process has begun. The NGO fills the self-
assessment part of the form, following the instructions given, and
returns it to the District Committee with a copy of the receipt, showing
payment of the certification fee.

8 Obtaining an NGO Quality

Assurance Certificate
3.
The certification process has been designed to (i)
enhance learning, (ii) to be driven at the district level
4.
and (iii) to avoid heavy costs (and thus become
sustainable). No more than 3 months should normally
elapse from the time an NGO has applied to be certified
until it receives its Certificate. The Certification
mechanism may take about one or two days of the
applicant NGO’s staff and/or members’ time.
The committee receives the form and publicises the fact that the
candidate NGO has applied for a certificate (such as on the sub-county
notice board in the NGO area of operation), soliciting any comments
within 1 month from the ‘public’ (as described above).
The district Committee holds a meeting with the candidate NGO (as
expeditiously as possible and normally no later than 1 month after
receiving the NGO request), to review the self-assessment and to jointly
assess the NGO, according to the standards listed on the form. Actual
verification takes place. The relevant section of the form is filled and
signed by representatives of both candidate NGO and Committee
members (at the office of the candidate NGO).

The focus of the certification process consists of
assessing an applicant NGO’s ability to meet the Quality
Standards as described above. After a self-assessment
by the candidate NGO (replying to some of the questions),
the District Certification committee will in turn review
the performance of the NGO. This is mostly a joint exercise
with the candidate NGO, using the set standards. The
aim of the exercise is to point out areas of achievement
and areas for improvement, as a learning experience,
not as a policing tool. The exercise may however entail
(a) field visit(s) and/or other physical checks.
5. The committee fills in the ‘comments after NGO meeting’ section of the
form.
6. The Committee members scrutinise any feedback from the public and
may decide to seek additional information. The section ‘public comments
received’ of the form is then completed.
7. The committee sits to review all information and sends its
recommendation to the National Council, normally within 2 months of
the initial request. The Committee may provide recommendations for
improvements, and what might be needed to obtain a Certificate.

Where NGOs are principally active in Kampala district/
city, they will contact the Kampala district NGO network.
Where an NGO is registered to operate nationwide or
across several districts, it will seek certification in the
district where it is headquartered. If such an NGO also
operates programmes (or has sub-offices) in other
districts, public vetting is required in those areas. Where
NGO branches are operated in addition to a Head office,
local certification is required in the relevant district(s).
8. The National Council may (1) approve the recommendation and issue
the certificate (or provisional certificate), (2) seek additional
information, where required or (3) reject the recommendation, giving
its reasons for doing so. The Council normally issues a certificate within
1 month of receiving the District recommendation.
9. The Candidate NGO is advised by the District committee of the National
Council’s decision. The NGO is encouraged to provide feedback on the
fairness and other aspects of the Certification process to the district
Committee and/or national Council. Where the NGO is dissatisfied with
the decision of the Council, it may follow the conflict resolution
procedure, as detailed in the implementation guidelines (a copy of
which is available at the district committee office).
 Layout Design By Drile Victor
The NGO Quality Assurance
Certification Mechanism (QuAM) is
in two parts.

Part Two are the QuAM Standards

which NGOs operating in Uganda
have agreed to adopt and abide
by in order to promote and protect
their credibility and integrity.

The two parts must be read in

tandem

The NGO QuAM Working Group

Uganda National NGO Forum Development Network of

the Indigenous Voluntary
Associations (DENIVA)
Plot 25 Muyenga Tankhill Road - Kabalagala
P.O. Box 4636, Kampala
Tel: 031-260373; 041-510272/501674 409 Makerere Rd.
Fax: 031-260372 Kagugube Zone
Email: ngoforum@infocom.co.ug Block 9 (near Law Dev. Centre)
Web: www.ngoforum.or.ug P.O. Box 11224
Kampala, Uganda
Phone : +256 (0) 41 530575 / 531150
Fax : +256 (0) 41 531236
Email : info@deniva.or.ug
Web : www.deniva.or.ug