STRUCTURE - Working Guidelines Back to Working Guideline
Organizational Structure
Terms of Reference (TOR)
Regional Advisory Board (RAB)
Working Guidelines
Final DRAFT Organizational Structure and Working Guidelines of CapNet - South Asia and Country CapNets.

Preamble
The Capacity Building Network for Integrated Water Resources Management (CapNet) South Asia shall promote transparent, democratic, inclusive and gender sensitive networks of Capacity Building agencies for Integrated Water Resource Management (IWRM) across South-Asia.

Introduction
This is a guiding document for all member networks. It lays down foundation for a transparent democratic way of functioning by setting out needed principles, rules, and procedures for good governance. This document relates the basic mandate to be followed by CapNet South Asia and the Country CapNets in the region in the following two Parts:

Part II General provisions
 Part II Specific provisions

PART I    General Provisions Top

About the Network
CapNet is a UNDP project and an Associated Programme (AP) of the Global Water Partnership (GWP). CapNet – South Asia (CapNet SA) is a part of CapNet, the International network for Capacity Building in Integrated Water Resource Management (IWRM). It works through facilitating capacity building (CB) initiatives in South Asia (SA). The approach is committed to establishing mechanisms and governance structures that facilitate the issues, requirements, and problems relating to capacity building for IWRM. they emerge from among the members. It also coordinates with GWP and other associated programmes of the GWP in South Asia such as the Gender and Water Alliance (GWA) for all its activities.

CapNet - South Asia is the regional network of capacity building networks in South Asia working to build capacity for Integrated Water Resources Management (IWRM) from a participatory, interdisciplinary, and gender sensitive perspective. 

Country Networks
CapNet - South Asia facilitates and promotes Country networks in South Asia region. Thus, it operates with an agenda of Regional as well as National activities.

Vision
The vision of CapNet South Asia is to facilitate institutionalization of integrated and interdisciplinary approaches for Water Resource Development (WRD) in South Asia through its Capacity Building efforts. 

Mission
The Mission of CapNet - South Asia is to facilitate, coordinate, network, and deliver Capacity Building for IWRM through a participatory, interdisciplinary, gender sensitive, and pro-poor approach leading to an improved human resource and institutional capacity in member countries in the region such that they are able to manage and develop water resources in a sustainable manner for improved economic growth, enhanced social equity, and increased environmental sustainability. 

Objectives
CapNet - South Asia is formed to create, consolidate, and institutionalize needed facilities for conceptualizing, planning, and operational sing Capacity Building (CB) for IWRM in the South Asia region with the following objectives:

To Establish Country CapNets across South Asia where local capacity building activities are initiated and prepare a platform for mediating CB for IWRM.

To establish linkages and build networks among institutions/agencies in the region for a joint action on training, education, and research to promote CB for IWRM.

To develop an advocacy strategy for promotion of CB for IWRM

Continued sharing of information, experiences, and building opportunities for CB activities for IWRM.
The above will be realized in the following context of CB initiatives:

Strengthening Local Ownership.

Overcoming Capacity Constraints through Partnerships/networking.
Adopt demand driven approach for designing action plans for CB for IWRM
PART II    Specific Provisions Top

Organizational Structure
CapNets in South Asia will have the two types of closely interlinked structures. 

CapNet SA at the regional level comprising Regional Coordinator (RC) and Country Coordinators (CC) representing each of the South Asian countries. 

Country level structure comprising Country CapNet members, core group members, and the Country Coordinator.

CapNet South Asia
CapNet South Asia (SA) is the regional body of the networks of Capacity Building institutions in South Asia for institutionalising Integrated Water Resources Management (IWRM) from a participatory, interdisciplinary and gender sensitive perspective based on the following principles:

CapNet SA is an autonomous network and will be the highest policy and decision-making body for all governance matters in SA.

Regional activities of CapNets in SA will be undertaken by the regional office.
CapNets in South Asia shall have the following structure
CapNet SA
Functional and Operational Features
- CapNet SA will function through the Regional Secretariat of CapNet SA.
- Regional Secretariat (RS) may be hosted in another institution or exist independently.
- Regional Secretariat will comprise the RC, Network Officer (NO) & Administration Staff.
- All operational, functional, and financial matters of CapNet SA will be handled by Regional Secretariat.
- All policy and strategic matters will be decided upon by CapNet SA.
- Regional Secretariat and Country CapNets will be institutionally independent.
- All Secretariats managed by each member of the regional group will work autonomously in their administrative and functional matters.
- All CapNet structures in South Asia will function on the principles of mutual accountability and non-hierarchical structures.
Mutual Responsibilities among members of CapNet SA
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Maintaining adequate communication between members for better coordination.
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Exchange information at least once in six months about work done/ work plan/ outputs.
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Exchange financial statements and overall picture for better financial coordination at the regional level at least annually.

CapNet SA shall meet once in a year, in which the Coordinators of the Country CapNets & RS shall present Annual Reports and work plans of their respective networks.

CapNet SA is a permanent body whose membership will reflect changes at the Country CapNet coordination levels. Incoming Country Coordinator will have automatic membership for the duration of their respective tenures.

All members of CapNet SA will commit to give a positive and constructive support to CapNet SA and agree to work within the regional body in a cooperative and amicable manner and conduct themselves according to accepted norms of professional decorum.
Regional Coordinator (RC)

Regional Secretariat (RS) MUST rotate to different countries at the end of its term of four years in one country. Any organization that has hosted RS/or individual who been the RC will not be eligible for hosting/Regional Coordinator ship again. The process of relocation of the RS will be initiated by the outgoing RS through issue of expression of interest. Decision regarding location, institution, and person will be taken by the CapNet SA group.
RC will have the following responsibilities
- Manage the regional network and coordinate between country networks.
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Facilitate representation of CapNet South Asia at various CapNet meetings.
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Be responsible for effective functioning of Regional Secretariat.
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Solicit possible funding opportunities for network activities. 
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Maintain a free flow of information on CB activities within the region
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Support Country CapNets.
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Prepare annual reports for the region based on inputs received from individual countries.
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Take proactive initiative to make the CapNet Secretariat easily accessible to a wider community of water actors in the region.
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Build partnerships with various existing water networks.

TERM: The term of RS is four years. However, the process of relocation will be initiated at the end of three years for smooth transition. 
Term of Country Coordinator is two years. He/She may be re-elected for another term of two years through General Body. The maximum term is for four years.

Regional Secretariat (RS)
The Regional Secretariat of CapNet SA shall be the coordinating unit of the network at regional level. Regional Secretariat shall serve as a facilitating body of the network and shall be responsible for facilitating activities and outputs of the network through network members. 

Responsibilities of the Secretariat shall be:
- To liase with CapNet - Global.
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To establish proper coordination among different Country CapNets for smooth functioning of the Network.
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To prepare regional annual reports, work plans, and budgets. 
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To plan, facilitate implementation, and coordinate regional activities of CapNet South Asia.
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To support Country CapNets as required.

Regional Advisory Board (RAB)
An Advisory Board would be constituted at the regional level comprising members from international agencies, donors, other water networks, prominent water individuals etc. There would be at least one member from each of the CapNet SA countries. The members of RAB would not have voting rights in CapNet SA but would be informed about major activities and future directions of CapNet SA/Country CapNets and seek their possible advise, suggestions, & support. The Board would also constitute a mechanism for communication with other water networks for better coordination and synergies. Regional Secretariat of CapNet SA would be in charge of matters relating to RAB.

Country CapNets
Country CapNets will work as autonomous networks subject to the principles laid down in the Working Guidelines. Any issues arising from the non-compliance with Working Guidelines may be taken up by CapNet SA for resolution. Country CapNets comprise of members, core group members, and the Country Coordinator of respective Country CapNets.

Membership
Institutions and individuals supportive of the objectives of CapNet - SA are eligible to be full members of the Country CapNets. However, if an organization is a member, then none of its other members or employees can become full members of CapNet. They may join as associate members.
Membership criteria will be evolved by Country CapNets subject to compliance with the following principles:
- Inclusiveness and widest outreach
- Ensuring gender balance
- Professional balance
- Regional balance
- Simple, transparent, and speedy procedural formalities 

Each Core Group of the Country network will finalise a process for enrolling members to the Country CapNets based on above principles. This information will be widely disseminated within the country and CapNet SA.

Membership Terms
The Core Group (CG) member serves a term of upto 4 years. New members shall be elected following the due process from amongst the general members. The election of new Core Group members may be done by issuing Expressions of Interest among CapNet members. However, distinct preference may be given to those who have exhibited active interest and participation in CapNet activities during the preceding period. The new CG may identify the new Coordinator from amongst itself. 

The Country Coordinator has a term of 2 yrs with the option of re-election of another term of 2 yrs. 50% of the CG members retire after 2 yrs and each CG member has a term of 4 yrs. This means that the CG renews itself after 4 yrs. For the first CG 50% of the members will retire after two years. Subsequently, all CG members will have a term of 4 years.

Withdrawal of Membership
Any member can withdraw from the membership at any point of time after giving a one-month notice to the Country CapNet. In case of any misappropriation or malpractice, the concerned member may be suspended by the CG after following the due process of enquiry and hearing and may be removed after approval by the General Body. 

Any CG member can withdraw from membership of the CG at any point of time after giving a 3-month notice to the respective Country Coordinator.
Criteria for identifying the Core Group Member

The Core Group members of the respective country would be elected/nominated/selected from amongst the members/associate members of the Country CapNets. Following general criteria are suggested for the CG members:
Water professionals
Academicians/Researchers in the field of water and education sector
Training/capacity building Institution representatives
People engaged in advocacy work in WRDM
NGO representatives from the water sector
Capable of working in gender and culture sensitive mode.
Others
Roles and Responsibilities
The core group members of Country CapNets shall have the following roles and responsibilities:
To execute governance matters of Country CapNets
To increase membership and outreach of the network
To contribute for a shift in the country’s water education towards integrated/interdisciplinary approaches
To facilitate CB programmes for IWRM and Gender Mainstreaming at the national level
To prepare action plans for respective Country CapNet activities
To advocate for CB for IWRM in the country and disseminate further information on the subject
To support CapNet SA
To exchange information, experiences and material on the subject
To facilitate provision of technical and strategic inputs for capacity building for institutionalizing IWRM in the country 

Country Coordinator (CC)
The Core Group shall select/elect one individual from amongst them as the Coordinator of the Country CapNet. The minimum requirement to officiate as a Country Coordinator is undergraduation in technical studies or post graduation in social/humanities or equivalent academic qualifications. All Country Coordinators will be based in their respective countries as their main professional base. The Coordinator will coordinate the Country CapNet activities and will represent the country CapNet in CapNet SA. CC shall report to the CG of the Country CapNet. CC will represent the country in CapNet SA and work with other members of CapNet SA in a cooperative, constructive, and amicable manner.

Roles and Responsibilities
Roles and responsibilities of the Coordinator include but are not limited to the following:
- To coordinate activities of Country CapNet
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To take the lead of the Country CapNet to facilitate implementation of its mandate and extend its outreach
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Liase with various water networks at various levels – local, national, regional, and global
- Organise representation of Country CapNet in different water forums 
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Conceptualise, plan, facilitate, and monitor CapNet activities in consultation with Core Group members
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Ensure a transparent, democratic, and gender sensitive functioning of Country CapNet
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Facilitate mobilization of resources for Country CapNet activities and account for the same
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Document annual reports, prepare financial statements, and report of any other event /activity conducted on behalf of Country CapNet to CapNet - SA
- To liase with and support the Regional Secretariat 
- Disseminate information 
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To ensure strict financial accountability and transparency of information flows to all members and CapNet SA
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Take proactive initiative to make CapNet Secretariat easily accessible to the wider community of water actors in the country
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Build partnerships with various existing water networks

No immediate relatives of office-bearers should hold any positions in the Secretariat or be co-members of the CG.

Frequency of Meetings
The Core Group of Country CapNets should meet at least once in a year. 

CapNet South Asia shall meet once in a year, in which Coordinators of the Country CapNets shall present annual reports and work plans of their respective networks.

Channels of communication
The office of the Country Coordinator shall be the point of contact at the Country level for all purposes. 

CC must keep the CG of Country CapNets informed about all developments, specially about financial matters and share all information. 
For all regional activities, the contact point shall be the Regional Coordinator/Network Officer. 

The main medium of communication would be electronic and in exceptional cases, other media of communication would be followed.

The following protocol for all administrative purposes for intra-network communications will be followed:
Country Coordinator will be incharge of all within country communications and with the Regional Secretariat.
The Regional Secretariat will coordinate the communication flows among the Country Coordinators, with CapNet Global, and other Regional CapNet Secretariats. However, this does not exclude direct communications between country/global CapNets, keeping Regional Secretariat in the loop.

Review
There would be mid term review for performance assessment of CapNets at regional as well as country level through an external agency.

Reporting Commitments
The Regional Secretariat and Country CapNets commit to submitting an annual report that will be consolidated as a regional technical cum financial annual report. The Annual Reports, both technical and financial has to be submitted to the Regional Secretariat by 15th of February every year by the respective Country Coordinators. Before submission, it has to be presented to their respective Country Core Group. This would be a transparent Document and would be circulated among all CapNet Members. Preferably, it should be made available on the Website. 

Programme and Plan of Action by members of CapNet SA to be shared with each other at the beginning of each year. The process may be co-ordinated by the RS.

The Regional Secretariat will submit half-yearly report to the Global CapNet consolidating Country CapNet reports. Regional Secretariat will prepare the Annual Report by taking inputs from the Country Reports and regional activities coordinated at the Regional level, which will be submitted to CapNet Global and also made available on the Website.

Non - performance of CapNets at Country and Regional Level
In case of non-performance by the Country Secretariat under the overall charge of CC the respective country CG may nominate an alternate coordinator and reallocate the secretariat.

In case of non-performance of CG of Country CapNet, the Regional Secretariat may take initiative to reconstitute the Country CG in consultation with Country CapNet members.

In case of non-performance of the Regional Secretariat under the overall charge of Regional Coordinator – the CCs and the Global CapNet may nominate a new Regional Coordinator and reallocate the Secretariat.

Failure of performance may be indicated by either or all of the following:
Inadequate communication flows
Violating principles of good governance, transparency, and democracy
Absence of annual work plan
Non-submission of timely reports – both technical and financial

Amendment provision
 The mandate to amend any provision of this document is vested with the CapNet South Asia; the amendments are to be made with a simple majority. Any such amendments made in the interest of the programme would be presented during the Annual Meeting of the CapNet South Asia.

National Guidelines
 Country networks may evolve Working Guidelines in the context of provisions of the Working Guidelines for SA. However, in case of differences between national and regional guidelines - the provisions of commonly accepted regional guidelines will prevail that upholds the principles of good governance, transparency, democracy, and inclusiveness.

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