2018-06-11 REF Operational Guidelines

also includes the latest developments in policy country-by-country, research, evaluation, case
studies, data, statistics, etc.
In addition, the REF website provides information on all approved projects, including project
financial audits, reports and evaluations. The development of the website is part of the
communication program.
Additionally, REF Entities may develop separate website to promote their own activities in
local languages and for directly implemented strategic projects. The development of these
websites is the part of REF Entities.
7.5 Information Systems
REF maintains an Online Application System (OAS) for managing its project grants. The system
supports staff and management in monitoring projects, and facilitates the processing of grants
and technical assistance activities. The OAS generates the main information needed for the
monthly and quarterly reports, and provides timely information on REF activities.
The scholarship programs are managed through a Grant Management System (GMS), which
contains information about all scholarships awarded and is used to monitor payments.
The use of IT systems and networks operated by REF are regulated by and shall be subject to
the detailed manuals for the OAS and the GMS and the detailed IT manual for the REF
Network.
7.6 Annual and Audit Reports
REF produces periodic and annual reports that are made available to the public. These reports
have four purposes: to provide a record of REF’s activities; to ensure transparency in how
REF’s administrative resources are used; to advocate on behalf of Roma education; and to
share knowledge about Roma education.
The annual report includes a complete statement of revenues and expenditures, the annual
performance evaluation report, as well as the summary of the annual audit of accounts by an
independent auditor. The annual report also includes a brief review of progress on education
issues in the countries of operations.
REF Entities have one independent institutional annual audit beyond the specific project
audits, which examines the respective REF Entity’s operation transparency and accountability.
The audit and the annual report shall be published by REF until end of March of every year.
7.7 Conflict of Interest Policy
It is the duty of all board members, employees and consultants to disclose any actual or
potential conflict of interest. A disclosure should be made in writing as described herein as
33